Like it or not but meetings are an inevitable part of any business process. Some employees are sure that spending time on meetings is a waste of precious minutes that could be used in favor of productive work done. Maybe there is indeed a grain of truth in these beliefs, however, they still bear the potential to unite the team and see whether every member is on the same page with everybody else. Gathering together for a productive discussion is essential for finding solutions and brainstorming ideas. The keyword in the previous sentence is “productive”. The host of the meeting must commit to arranging a meeting that adds up value to the process, but does not steal precious time. Let’s see how to achieve that, especially when meeting with your team online.
Look presentable and professional
As friendly as your working atmosphere is, there are still some professional requirements to how the host must look, talk, and what spot is chosen for the laptop to be placed. Probably it is not OK to have a meeting while making dough for the pancakes at the same time ( there are different situations, of course, but better not). Create a working atmosphere so that every participant knows that it is a working moment and should be treated accordingly. Some chuckles here or there are possible, but must not become a theme for the gathering. You, as a host, must be a live example of how the meeting is expected to go: staying on the topic, looking not shabby, attention to details ( no scrolling Instafeed, while somebody else is talking), and friendly tone. Though, please, make sure to act not that much impersonal.
Thought through meeting materials
When it comes to sharing some bits of relevant information, aim at presenting it the way it does not kill the participants with boredom. Anything you have to share, please, adorn with decent visuals. More images, graphs, charts, animation, and less text will keep your audience engaged and involved in heated discussions. Design apps are there for you to utilize everything they have to offer. If you need professional photos, turn to royalty free stock footage that can support your verbal idea better, or you need some infographics to make, there are also tools to implement your vision in life.
Mind the quality of the devices
Organizing a meeting online, make certain that everything works immaculately. Please, do it not at the beginning of the meeting, but quite beforehand in order to be able to fix things, or reschedule at all. Your connection, camera, mic, and other devices needed for the meeting to happen must work their functions without a single glitch. First of all, it is annoying and secondly wastes time and cuts productivity down.
Cut a long story short
Do not take up much time. Always think through the agenda and share it with your team, so that they can plan their communication accordingly. Watch for those who love talking so much, but rarely up to the point, and find kind ways to make them stop. Do not run far in the future, and dedicate the meeting just to urgent and current issues. Encourage personal stuff to be discussed at some other sort of gathering, however, do not be a total party-pooper as well. It’s all about balance, seek it.
Following these tips will help you to avoid mistakes that might ruin the meeting and prevent your team from getting a piece of valuable information and solutions to their problems. Online meetings are in danger of not being taken seriously enough. Therefore, they require an even more thorough approach to planning and conducting them.