By Sherif Attar
In a world of ever-changing ambiguity and uncertainty, executives have to face two challenges: excellent performance and people development. Where many managers think those endeavors are “competing”, this author believes they are “completing”. GET DOWN TO BUSINESS argues.
Organisations use virtual meetings because they’re safe, quick to arrange and inexpensive. However, virtual meetings need a different approach from regular ones.
So, how to run effective virtual meetings?
- Choose the right technology
* Skype: For basic online group calls, which work well for short update meetings. You can also record calls for others who can’t attend.
* Zoom: You can share screens. This platform is common and applicable on several devices.
* Video conference: It can provide important nonverbal cues and encourage staying engaged. However, some people might feel uncomfortable using it, which may stop them participating as much as they would in a voice-only meeting.
- Work on specific skills
Ice breakers can encourage everyone to relax and get acquainted. Ask attendees to introduce themselves; then do an exercise that helps them find out more about one another.
- Spend time preparing
Think how you will deal with conflict, and keep the discussion focused. What if technology difficulties prevent some from attending? Prepare for the meeting itself and for any technical challenges that may occur. Remember Murphy’s law: “What could go wrong, will go wrong!”
For longer meetings, organise your information into 10-15-minute segments. This accommodates shorter attention spans and helps keep everyone engaged.
Assign someone to handle technology issues that might arise. This should allow you to focus on guiding discussions.
Limit the number of participants attending to ensure everyone can get involved.
- Set ground rules
Ask participants to log in to the meeting five minutes early, so they can connect and check their systems.
Ask attendees to mute their lines until they are ready to speak, to cut down distracting noise. (You don’t need ice cream and other street sellers to join your meeting!)
Ask everyone to state their names before speaking. This way, people in the group will be able to follow who said what.
- Communicate with virtual reality in mind
Strengthen your active listening skills. Put your entire focus on the person speaking. Demonstrate that you’ve paid attention by summarising or asking a relevant question. If you’re unsure about something, ask for clarification.
Guide the discussion by saying, “Hi, everyone. Let’s start with introductions and background. Adam, why don’t you go first, followed by Suzy and Nour?”
- Get everyone involved
A big challenge with virtual meetings is that participants can find it hard to contribute. Your job as the facilitator is to make sure that everyone has plenty of opportunities to speak up.
During the discussion, pause regularly and ask for attendees’ input. Use the Round Robin technique and ask everyone to comment. This encourages people to stay focused, and helps you monitor their emotions and attention levels.
Keep everyone engaged by using activities and questions. If people are engaged, they are less likely to get distracted, and you will retain their attention.
Adapted from “How to Run Effective Virtual Meetings”
For questions or suggestions, please send me your comments.
Sherif Attar, an independent management consultant/trainer and organization development authority, delivers seminars in the US, Europe, Middle East and the Far East.
