Virtual meetings are becoming the new normal for working professionals and students. Compared to face-to-face meetings, it is drastically different than what we’re used to. Despite its flexibility in terms of location, there definitely are challenges to be faced especially for those who are not as technologically savvy.
Here are some of the tips for you to have an effective virtual meeting with your staff and colleagues.
1. Choose wisely
There are many virtual meeting platforms out there to choose from such as Zoom, Google Meet, Skype and many more. Some are free to use with basic features while others require monthly subscription for longer meetings as well as to unlock other features.
For quality calls, try investing in paid platforms that provide HD videos as well as clearer audio. This is to avoid misinformation and for leaving no man behind. However, it is also important to choose ones with simpler and less complex UI to cater to the staff that are less technologically savvy.
2. Invite and Schedule
Plan in advance and agree on a specific time. With virtual meetings, you can set it up in advance and simply invite your attendees by sending them the link that will direct them straight to the meeting. You don’t have to worry about location or whether there is enough refreshments for everyone.
Also, be sure to remind them of the meeting a few hours prior to ensure high attendance.
3. Virtual ice-breaker and check-in
A great meeting starts with an ice-breaker to ease attendees into the situation smoothly. Ice breaking segment is important to create a positive atmosphere. It doesn’t have to be any outlandish activities. A simple greeting and asking everyone how they are doing should be enough.
With the physical barrier already in place, this will help break down social and emotional barriers to motivate them to listen and speak out their opinion regarding the matter discussed.
For leaders, it is important to acknowledge everyone’s presence in the room, especially for the newly initiated. It might be daunting for some, jumping into a new company and being in the meeting.
4. Share the mic
Everybody deserves to have their voices heard. The goal of any meeting is to find solutions for issues presented. Wouldn’t it be better if everyone gets the chance to pitch an idea so you can have the best solution for your problem?
According to studies, many remote employees feel mistreated and left out through this mode. Hence, it is up to everyone to improve that situation through better communication. This is especially for the introverts in the group.
Make your meetings more inclusive without making them feel like they’re being put in the spot as introverts don’t prefer to stand out too much. Instead, make it as if you value their thoughts and opinions as introverts usually have a lot to offer in terms of input and ideas but they’re just simply too shy to speak.
5. Keep them short
Last but not least, try to keep your meetings between 15 to 60 minutes to ensure everyone stays focused. Make optimum use of the time to discuss important issues at hand and try not to stray from the topic. According to research, the average adult has a maximum attention span of about 20 minutes. While of course, it is possible to re-focus attention on the same activity repeatedly, lapses still tend to occur. Which is why it is also important to have breaks in between, especially if the meeting gets long.
However, it is still preferable to have a shorter duration to ensure memory retention on what has been achieved in the session.
Conclusion
With the new norm, there is no exception in change in work style. It might be difficult in the beginning but better late than never. It is important for everyone to work together and support each other in this new culture.
We know everyone needs that boost. Which is why at Magnus Digital, we make our clients’ journey to the digital world a smooth one.
Think you need help to communicate your brand digitally with a team that cares about your story? Reach out to us today for our services.
