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The pandemic has promoted remote work but many people have not yet managed to adapt to this new way of communicating. Are face-to-face meetings the same as virtual ones? The answer is clear, no. Beyond physical contact, there are many variables that lead that the attention is not the same when communication is carried out at a distance. And as they are different, the length, the way of conducting the meeting, the control of the participation of the attendees, and the dynamics of the meetings should also be different.
We have all been victims of long meetings outside working hours in which main topics deviate, anecdotes, irrelevant comments, and jokes may arise and, what should be covered in an hour, extends to two or three. And the worst thing is that many times they end up concluding that since the meeting was not effective, the best is to call for a new one. All this generates frustration, anger, anxiety, and physical exhaustion in the employees due to the invested time.
In this article, I want to share some ideas to optimize time if you have to lead some type of virtual meeting.
1.- Organize the meeting, prepare the items you want to share, have a clear and brief presentation on hand that will help you.
During the presentation, mute the participants to avoid constant interruptions that could lengthen the meeting.
2.- Measure in advance the time it will take you to make the presentation.
Respecting others’ time is something that all attendees will appreciate.
3.- Set the meeting at a suitable time for everyone.
Currently, many companies work with teams spread in different parts of the world, so the meeting time must be suitable for all attendees.
4.- Record the session to share it.
Many times there could be interruptions, or perhaps someone who couldn’t join the meeting due to technical difficulties or other reasons. If you record the meeting, you can share the audio or video so they can keep updated on what was discussed.
5.- Allow attendees’ interaction in a controlled way.
It’s important to emphasize that interactions must be brief.
6.- Wrap-up the meeting.
In that way, you help everyone keep the essence of the meeting in mind and feel like it was time well spent.
7.- Thank everyone for their assistance and attention.
Sometimes people think that they don’t have to thank anyone because it’s an obligation to connect to the meeting, but since no one knows the conditions in which the other is at home, it’s a good gesture to be grateful.
It is important to keep warmth, empathy, and show respect to others when we communicate virtually because, in that way, we will achieve greater attention and better results.
