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Best Practices for Operating Virtual Meetings

Guest post by: Drew Stevens Ph.D.

Article Overview: Since the 1990s, many organizations have found themselves downsizing, rightsizing, suicidzing, merging and acquiring. What often results is the creation of multiple worksites for various parts of a corporation. As such many meetings now lend themselves to speaking with and working with cross-functional teams worldwide. And with the creation of multiple forms of communication establishing global meetings no longer requires simply an airline or telephone. Now individuals can converse through multiple channels to increase productivity and collaboration.

Best Practices for Operating Virtual Meetings

Since the 1990s, many organizations have found themselves downsizing, rightsizing, suicidzing, merging and acquiring. What often results is the creation of multiple worksites for various parts of a corporation. As such many meetings now lend themselves to speaking with and working with cross-functional teams worldwide. And with the creation of multiple forms of communication establishing global meetings no longer requires simply an airline or telephone. Now individuals can converse through multiple channels to increase productivity and collaboration. While there are many positives to operating with virtual cross functional teams; there are some negatives too. However there are strategies that all can employ so that your meetings operate more effectively, more productively and all walk away with a sense of accomplished value.

A 2004 study indicated that 90% of audio conference attendees multi-task during meetings. And then a 2010 survey by PGI found that more than half of the respondents admitted to secretly multitasking during virtual meetings. I was recently operating a private webinar for a client and made three requests for an attendee when the VP of Sales chimed in apologizing that the person was busy because they were doing a chore for the VP of Sales!

The good news is, as a virtual meeting facilitator, you do have some influence and control. There are specific actions you can take to increase engagement and participation during virtual meetings. And... more engagement leads to faster and better decision making, fewer follow-up meetings, more closed sales and many other benefits!

With more than two thirds of business professionals engaging in virtual work, virtual meetings are a standard feature of the business landscape. But that doesn't mean they're easy to navigate. Working around obstacles posed by distance requires careful planning and thoughtful execution.

Let's show you how to eliminate obstacles and create better alternatives for your meetings.

Before you begin any virtual meeting it is best to prepare so that you understand your best path to success. This is broken down by preparing, during the meeting and post meeting. First Preparation:

• Determine the type of technology that will be used. Is a conference call using the telephone or perhaps video best to incorporate body language and style? What about if you needed slides and relevant data might it be helpful to use a webinar technology that enables you to illustrate graphs, charts and slides?

• Determine who you need at the meeting and what they need to bring along. Decide how participative you need each to be.

• Set a clear time frame for the meeting and remember to account for different time zones. Use either Greenwich Mean Time for International calls or Eastern Standard or Daylight Time for Domestic. Additionally ensure that all understand and notice the time zone differences. There are many websites that can assist here.

• Use an electronic calendar to not only send invitations but also apprise you of that not in attendance. Additionally each of these provides the meeting time in the actual time zone you are located in.

• As discussed earlier, send out the agenda and all other pertinent data in advance so that others can review it.

During the Meeting:

• Stress interaction. The best meetings even directly are best in operated with interaction. Virtual meetings allow too many individuals to multi task. Too many will find emails, voice mail, web surfing, text messaging amongst other things to do while they are in a meeting. Interaction stops the multi-tasking.

• Develop some personalization so people do not feel too removed. Ask questions about family and friends, exchange pleasantries.

• Ensure you acknowledge differences in culture, gender, and age. It is important to be inviting during your personal interactions and ensure all feel comfortable.

• Avoid muting calls during telephony meetings and dress professionally for video including those calls via Skype. Also hearing laughter, banter and immediate information from others is conducive to dialogue.

• Avoid all background noises such as barking dogs, landscaping services and fighting children office or otherwise.

• Ensure you use technology that works never run a virtual meeting without trying the technology first.

• Develop a backup plan should technology fail. The meeting should run well but it is always best to plan for the inevitable.

• Use technology individuals are comfortable with. Do not introduce technology that people dislike or fear.

• Due to latency ensure there are pauses after conversation so as not to "step" on anyone's conversation.

• Be aware of "silent cues". When necessary and not getting the interaction suggest a vote or poll so that you can the needed interaction.

After the Meeting

• Send out a summary and action plan for all attendees.

• Develop milestones for project plans.

• Gain input from all to ensure what worked and what might require some alterations.

• Develop best practices for virtual and direct meetings.

• When possible develop a direct meeting so virtual players can meet each other personally.

©2011 Drew J. Stevens. All rights reserved.

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Article Tags: collaboration, global meetings, many meetings, productivity, virtual meetings



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