Making every second count at virtual meetings

You know it’s really hard to set up virtual meetings especially if you are just starting this kind of thing out or you already do so regularly but need to call emergency meeting on such short notice. What’s more is that even if you do get to set those meetings time can still be wasted to countless interruptions and disagreeing discussions.

Time matters to all those who are involved in a virtual team that work in remote areas with most likely differing time zones and personal priorities. This is why you, as a team leader, must see to it that the meetings you set, may they be regular or necessary by emergency, must be maximized in terms of time and productivity. If possible, matters that you all agree to resolve must be finished in one sitting and not be postponed to other schedules.

The key to achieving a successful virtual meeting is being prepared for both the expected and the unexpected. That means you must take your personal knowledge of your own virtual team and all the virtual office jobs concerned and use them to anticipate all the things that you might encounter when holding meetings.

Obviously you have to make use of the right technology. Some applications can do better with one feature such as audio or video conferencing than others so you need to select the right kind of application for that specific meeting. This also goes without saying that you need to know how to use these applications as well.

After testing the equipment and finally getting prepared yourself, make sure that your virtual assistants are well aware what the particular meeting will be about so that they have an idea as to what to bring or what to prepare for. Even if it’s an emergency meeting, you should at least inform them of the minimum agenda that you will definitely raise. Sending out some ground rules beforehand will also help reduce interruptions.

Now here’s the hard part. When people start talking during the meeting make sure the discussion goes smoothly so that everybody is talking on the same matter and nobody get confused after the meeting. If you must, direct the “traffic” of conversation and mediate in between speakers during deliberation, especially if there is a disagreement. Your team leadership will call you to take charge and remind everyone that you are to keep things in order.

Meetings should remain relevant as possible the whole time. Remember that as long as you are holding your virtual assistants all the virtual office jobs laid out for you and your team remains unfinished. Time is always of the essence, so don’t waste it.

Category: EFFECTIVE MEETINGS, PRESENTATION TIPS, VISUAL LEARNING