Maximize Your Virtual Meetings
“The first thing to understand when conducting a “virtual meeting” is that it is not really a virtual meeting at all. The meeting is real, the business conducted at it is real, and the importance of the results is real. This is a real meeting that happens to be taking place in a virtual environment.” -Unknown
BEFORE YOUR MEETING OR EVENT
If you are the lead:
- Send an invitation to attendee(s) with a meeting link
- Include a concise agenda with objectives, roles, time allocation for agenda, and desired outcomes
- List out attendees, their roles and locations
- If you want to record the call, inform participants
- Use this app to check ‘best’ times for a multi country/time zone meeting
- Send concise and relevant material 24 hours before, don’t overload
- Number pages within documents for easy reference
- Solicit questions prior to the meeting/event (if relevant)
- Schedule a test run with tech support, a friend or a colleague if necessary
- Have phone numbers for dial in as back up and email materials to attendees who cannot see
- If documents are shared via box.com, etc. encourage people to make sure they can access the shared platform ahead of time, and not 5 mins before the call starts
If you are an attendee:
- RSVP to the invitation so the lead knows whether or not to expect you
- Change RSVP if your attendance status changes
- Prep! Review materials sent and capture any questions on your mind
- Get your workspace ready – be mindful what will appear as your backdrop when on camera
DURING YOUR MEETING OR EVENT
If you are the lead:
- Log on five minutes before to be the first one on the call
- Click to record if this is what has been agreed
- Check who is on the line against your attendee list
- Thank those who dialed in from a timezone and are up super early/late
- Make any necessary introductions
- Speak loudly, clearly, and do not rush
- Refer to the specific TITLE and PAGE NUMBERS of documents sent
- Share a visual agenda if possible and refer to it throughout the meeting
- Set guiding principles up front. Some ideas might include:
- When and how to ask questions. (e.g. type into chat box, raise ‘hand’, shout out)
- One person speaks at a time. (Overlap in conversation is rarely productive)
- Place yourself on mute to avoid background noise until you want to speak
- Use a camera (if available and appropriate)
- Limit those who dominate the time to give everyone a voice
If you are an attendee:
- Take your own notes and actions in your own way to capture what is relevant to you
- Listen without interruption
- Speak loudly and clearly and state your name and location when speaking
- If you are on video, remember that others can see you
AFTER YOUR MEETING OR EVENT
If you are the lead:
- Explain the system you will use for conveying urgency between calls
- Share a summary on a shared platform so those who attended can add and build on the notes or ask any questions
- Share specific actions agreed with the ‘owner’ and a completion date
- Support others as needed to complete their action items
If you are an attendee:
- Complete your action by the agreed completion date
- Assist others as needed to move all actions/tasks forward
- Hold one another accountable for completion of action items