Meetings that go nowhere and that are also difficult to cope with are frustrating for all of us, whether due to lack of organization, confusing content, little space for interaction or excessive duration. This becomes much worse in the case of online meetings!
However, now that telecommuting is part of the way of working for many SMEs and remote meetings are an everyday thing, it is possible to make video calls between collaborators truly effective. Do you want to know how? Put these tips into practice:
Before the virtual meeting
Set a goal
As in any action that seeks to be productive, a virtual meeting needs to have a clear objective, otherwise it is very easy for those involved to ramble and get frustrated because they do not reach a concrete result.
In addition, with a clear objective, you are able to identify who are the indispensable collaborators for the meeting topic and you avoid summoning people who would have nothing to learn or contribute, which translates into valuable time lost for them and for your business.
Send the meeting agenda in advance
When you send the invitations for a meeting, add a document with the points to touch and the estimated time that they will dedicate to each one. This not only puts order and serves as a guide but also allows collaborators to arrive prepared and have better contributions on the issues they are going to work on.
Check the speed of your Internet connection
To make videoconferences successfully, collaborators need a speed of 10 Mbps, although 25 Mbps is recommended, if there are more people teleworking at home.
However, it is important that before starting the video call you close all the applications and streaming services as long as the performance of your connection is optimal during the online conference.
Organize the space (physical and virtual)
In both cases, cleanliness is important and a certain order is perceived. This is because people tend to pay attention to everything that is perceived on the screen and even more so when we see the same point for a long time, as he points out.
Therefore, keep your computer desk clean (change that funny photo and save any compromising documents) and the space in your house from which you work.
Make a test video call
This is especially useful when you are hosting a webinar or client meeting. In this case, the test works like an essay with one of your colleagues to verify that the technical conditions are correct and that the content of the meeting is clear, as recommended by the Ensalza agency.
Discover how to get the most out of your Internet connection and digital tools while teleworking!
During the online meeting
Invite to turn on the cameras
Learn light calls it a “mandatory video policy.” This is because the fact that the participants in the online meeting are able to see each other’s faces means that there is greater attention, empathy and less confusion in communication.
Say hello to each participant
What seems obvious is not so obvious. It does not matter that you have meetings every week; the courtesy that you would have in a face-to-face meeting should be the same in a virtual one. The idea is to maintain human contact.
Emphasize the need to be in the meeting
This means that it is necessary to be attentive and not just “present body”. It is very common, especially with the cameras turned off, that participants take advantage of that time by checking emails, carrying out other work or checking their cell phone. This only results in a waste of the conference and participants’ time.
Share the mice
This is important so that the conversation remains dynamic and the interest of the participants is sustained. The idea is that, although you coordinate the video call and have the option to mute the microphones of the participants, you encourage the participation of everyone, even the most introverted.
Learn light proposes these techniques to achieve active participation:
- Ask for opinions on the topic being discussed.
- Ask for testimonials about how they are solving processes related to the main topic or problems they need help with.
- Ask if they have anything to add.
Set the time (and respect it)
Ideally, meetings should last no more than 45 minutes, so that the time invested is truly productive and that participants can maintain their attention and energy (especially in the case of remote teams working directly with clients).
Think that if that time is not enough to cover all the points rose on the agenda, it is because you need to make adjustments from the preparation.
It takes a minute
You don’t have to do this yourself, but it’s very positive that someone on your team does it. It can even be a rotating role in each video call.
A minute is key to record agreements and proposals and serves to be consulted in case of any doubt, without having to see the entire recording of the conference. In addition, it allows setting the next steps that they must take to achieve a set objective.
After the online meeting
Share the materials
At the end of the conference, send the minutes and documents that you used during the conference so that your team can review them carefully, although this can also be done before the virtual meeting. In any case, it is best not to do it while you are conducting the conference because the participants will most likely pay more attention to the materials than to the meeting itself, as explained by the Job Wizards portal.
Check out this guide for more tips on Telecommuting.
Make the most of online meetings Follow these tips and make video conferences that are truly productive. Remember that just as it is important that participants have the technical conditions to connect without accidents, it is necessary to maintain the same rigor and empathy with which you