In a virtual world, the act of coordinating projects, processes and work flows amongst teams in remote locations has become much more challenging – yet it’s also critical to your success.
So what are the key considerations for productive and effective online meetings? Here are some practical points you can consider:
The ideal duration of a video meeting is 40 – 60 minutes. Use this time wisely.
Alert your team in advance and inform them that video will be expected, or give them video/no video options. Your team will immediately grasp your expectations of them.
Send them an agenda when you arrange the meeting so everyone knows the meeting’s expected duration. No one likes a meeting that drones on and on aimlessly.
Give data, reading materials or background briefing sheets in advance where possible. This allows everyone to know the issue ahead of the meeting and be effective on the call. Remember: their participation and contributions are key.
Open the meeting with a summary of the topic or issue to be discussed. Keep this short: think Summary On A Page (SOAP).
Assign a timekeeper to ensure the meeting moves at an appropriate pace.
Encourage different members of your team to speak. Ask your team to raise their hand before speaking so they don’t talk over each other. This is a sure way for everyone to stay attentive and engaged.
Five minutes before the meeting ends, ask one or two members of your team to summarise the discussion and action plans.