Virtual meetings can be a great way to collaborate with colleagues and clients, but they can be time-consuming and counterproductive if you don’t use them correctly. Here are some ways to make virtual meetings more productive to get the most out of your time investment.
Prepare in Advance
If you want to ensure your virtual meetings are productive, you can do a few things in advance to set yourself up for success. To start, take some time before the virtual Video Conferencing to figure out what’s essential and what’s not. Are you attending the meeting just because it’s your turn? Or is it worth spending an hour of your time? And then, plan how long the meeting will be and when it will end (or at least have a rough idea). You don’t want anyone waiting for an hour if it’s only going to last 10 minutes. If you know a meeting will run longer than expected, let people know so they can prepare accordingly.
Have an Agenda
Before calling a virtual meeting, the organizer should develop a plan and share it with attendees. This will help ensure that the meeting stays on track and covers all the topics that need to be discussed. During the meeting, the agenda can be used as a guide to keeping everyone on track. And after the meeting, the agenda can be used to follow up with attendees and ensure all action items are completed. When setting up the meeting, send instructions on how to dial in. Having your phone number before you call is essential, so there is no confusion about who is connecting first or what number they dial.
Arrive Focused and On Time
It can be tempting to roll out of bed and start your work day when working from home. But if you want to be productive during virtual meetings, it’s essential to take the time to get ready as if you’re going into the office. Get dressed, eat breakfast, and ensure you’re in a quiet space where you won’t be interrupted. And just like in-person meetings, try to arrive a few minutes early so you can mentally prepare and won’t be scrambling when the meeting starts. If you need to travel, set up your trip at least one day in advance to work out any potential snags before they affect your schedule.
End on Time
- Schedule virtual meetings for no longer than necessary. It will likely run over if the meeting doesn’t have a strict end time. This can be frustrating for participants who have other commitments.
- Stick to the plan. This will help keep the meeting on track and focused.
- Encourage participation from all attendees. Ask everyone for their input and encourage questions throughout the meeting.
- Avoid distractions. Turn off notifications, close out non-essential tabs, and silence your phone so you can give the meeting your full attention.
- Take breaks as needed.
Hope this article gives you enough information related to virtual meetings.
