10 Best Practices to Run an Effective Virtual Meeting | Insight
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The document provides best practices for running effective virtual meetings. It recommends (1) thoroughly checking equipment beforehand and having a contingency plan, (2) promoting interaction through questions, polls and name recognition, (3) establishing ground rules around phone use and interruptions, and (4) following an agenda and protocol to stay on track and keep meetings concise. Effective communication, engagement of participants, and preparedness are keys to successful virtual meetings.
10 Best Practices to Run an Effective Virtual Meeting | Insight
- 1. Sources 1 OwlLabs. (September 2019). State of Remote Work 2019. You can’t rely on visual cues such as body language or facial expressions, particularly when participants have video turned off. Instead, you must rely on strong verbal and written communication. • Speak clearly and slowly. • Make it interactive. • Give clear directions. • Use visuals. • Anticipate audio or screen sharing delays and wait. • Eliminate slang and sarcasm. Allow time to review before moving forward. • Tell them what. • Tell them why. • Tell them how. COMMUNICATE EFFECTIVELY. Do’s and Don’ts Do conduct a thorough equipment check before the session. • Don’t assume that everything is in working order when the entire team logs on. • Always do a quick run-through of your setup (computers, cameras, software, etc.) 15 minutes before the session starts. Don’t assume your attendees have everything under control. Have attendees perform a simple browser and software compatibility check before logging in. Do have a contingency plan in place. Be ready to call in or have someone else take over in case of a technical or connection issue. Final tips for success • Be hands-on. Get participants to use the tools. • Create a non-threatening environment. Questions are welcome. • Practice. Be confident in using digital tools. • Be organized. Have materials ready and a back-up plan in place. • Check in with the audience. Are they still following? • Be receptive to criticism. Check your ego. PROMOTE INTERACTON. • Provide opportunities for interaction; ask questions, call people by name, use polls. • Ask open-ended questions. • Be direct and non-threatening. • Use polling features to keep audience engaged and gather feedback. • Use the group chat feature for “quick draw” responses to questions. • Allow people to interject their own personalities. Don’t assume. • Not all employees possess the same level of technical proficiency. • People’s comfort levels with communicating vary widely. Provide options.• • Review the objectives up front. • Don’t get sidetracked or pulled off the agenda; table conversations for another time. • Note how much time you can dedicate to each presentation slide. • Have an end time and stick to it. STAY ON TRACK SUSPEND SPELLING/ GRAMMAR. In virtual meetings, awkward delays/silences are common. As the presenter, facilitate the conversation: • Ensure people take turns speaking. • Call on people to give them the opportunity to speak. • Emphasize the value of sharing and providing feedback. • There are no silly questions. 15% 67% of remote workers cite interruptions or being talked over as the top challenge during meetings.1 MASTER COLLABORATION TOOLS. • Learn to use your tools and practice with them. • Prepare beforehand to be able to share what you need to, digitally. • Share content in advance. • Replace verbal responses with polls and chats. • Learn to overcommunicate and call attention to key points. • Know how to recognize responses (they might be on chat) and give opportunities to speak. Phone etiquette • Mute cellphones. • Keep phones out of sight. Stop interruptions. • No checking emails. • No private chats. • Audio only or video? ESTABLISH GROUND RULES. STATE OBJECTIVES. Have an agenda and set expectations for the meeting. • Provide structure. • Establish common goals. Introductions and expextations Making introductions and setting expectations are important. Using names Using names is the best way to connect with each other. Using video Enable eye contact and connections through facial expressions. Video also encourages focus from attendees. ESTABLISH A GROUP IDENTITY. • Be prepared. Test your equipment. • Arrive early. You can multitask while you wait for the meeting to begin. • Start on time, but be understanding of other people’s circumstances. • Greet attendees. • Stay on track. • Keep it short and end on time. Consider holding meetings for 45 minutes vs. an hour. This ensures small breaks between back-to-back meetings. FOLLOW PROTOCOL. HAVE A SUPPORT PERSON. During critical meetings, such as with clients, or large meetings, assign a support person to assist with technical difficulties and monitor tools like chat. Virtual meetings are the new norm, but they can be easily marred by connectivity issues, awkward silences and distracted, multitasking attendees. Make the transition from in-person to virtual meetings successfully with these 10 best practices to run engaging and effective virtual meetings. 10 Best Practices to Run an Effective Virtual Meeting 15% 67% 38% of remote workers and 15% of remote managers receive no training on how to work remotely.1 1 2 3 4 5 6 7 8 9 10