Leading online meetings might be quite difficult considering its specifics, nevertheless there are certain tips for helping to host them in the most productive way. Find out what you should get rid of during the discussions.
Meeting is one of the main activities of the company. The need for meetings is obvious – the need to assess the constantly changing situation and state of affairs, develop solutions and coordinate the activities of the organization’s personnel. Just like any other activity, the preparation and conduct of meetings requires “streamlining”.
Preparing and holding a meeting
If the host of the meeting is well prepared for it, then it will go flawlessly and more efficiently. To do this, the leader of the meeting must do the following:
- clearly define the goals and, if appropriate, communicate them to the participants in advance, for example, in mailing notices of the date, time and agenda of the meeting. Then each participant in the meeting will understand what his task is;
- to check that each participant of the meeting has all the materials related to the issues under discussion;
- draw up an agenda – a list of issues for discussion, necessary for the meeting to “flow in the right direction.” The agenda introduces order and logic, sets a certain pace, and the leader receives a means of control if the participants move on to discuss other topics;
- determine the composition of the participants in such a way that everyone contributes to the discussion. The recommended number of participants is from 4 to 12 people;
- establish the rules of the meeting: start, end, maximum time for the report and speeches.
- start the meeting on time. Employees t who came at the appointed time, should not be forced to wait, or better say, “punished” for politeness and professional ethics;
- if the meeting is prolonged, organize a break so that the participants can have a cup of tea or coffee, or just stretch a little;
- summarize the results of the meeting. It is necessary to agree on the decisions, determine the deadlines, be responsible for the order of interaction between managers and departments, and make sure that each participant understands his new task. End the meeting with a call to action.
Virtual meeting etiquette: the don’ts
Constantly typing on the keyboard
It’s not unusual to chat with your pals while also conversing on a video conference with someone else. When it comes to virtual meeting etiquette, though, this is a massive taboo.
Of course you want to take notes like a responsible employee, but it’s preferable to do it by hand, using a pen and notepad. Remember that everyone else can hear the sound of your keyboard as you type during an online meeting. This is not only distracting, but it may also come off as rude and indicate that you are not giving full attention to the issue discussed.
Eating at the meeting
Although online meetings for business purposes are less formal than in-person ones, it is nevertheless impolite to appear on screen while eating. You may at your lunch or have a snack before or after the session.
Attending the meeting wearing inappropriate cloth
It’s a good practice and a part of online meeting etiquette to show respect to your team and dress appropriately. Never attend a virtual meeting in your leisurewear or, worse, your pajamas.This will not only distract everyone from having a good virtual meeting, but it will also project a negative image of you and your attitude to the work.
Speaking with others at the same time
Allowing everyone the opportunity to speak without interruption is part of virtual meeting etiquette.Ensure that everyone is on the same page, and adhere to the no-interruptions rule yourself.
Too much background noise
Most videoconferencing takes place in a casual, home environment rather than an office setting, which indirectly discourages participants from taking the videoconference seriously. And this is a mistake: a virtual workshop is exactly the same meeting, it’s just that it takes place in a virtual environment. Mute your microphone when you’re not talking to avoid extraneous sounds (children’s screams, nature noise, etc.).
When working from home and sharing space with others, let them know about the meeting ahead of time so they don’t bother you or do anything that could affect the flow of the meeting.