Here are six tips to help you and your team get the most out of your video meetings. In the age of email, people forgot about the telephone — still the quickest and most effective way of conveying information. Suddenly it’s the age of video conferencing. Once the preserve of managers for high-level meetings, or to overcome geographical challenges, now we’re all in on the act.
People value face-to-face workplace meetings. It’s why new work-at-homers are eager to use Zoom, Teams or Webex. They allow us to maintain the f2f tradition of bringing people together and achieving things. But even for “early adopters”, or for people who pick up new technology quite quickly, we can all be better. Most people are learning to use video technologies “on the job”. Importantly, the fundamentals for effective meetings still apply.
But just like those early days of emails, and other workplace communication tools, most people are tending to over-use them. This not only adds to stress levels, but impacts productivity. Use these tips to help you and your team get the most out of your video meetings.
1. Decide if the video call is essential
Anecdotally, we’re hearing people working remotely are busier compared with being at “the office”. With this in mind, ask: “why should I host this video question?” Make sure you can respond with a clear outcome. Good communicators start preparing with the end in mind. In this case, fast forward to the conclusion of your proposed video call. What would you like your participants to think, feel or do as a result of the virtual meeting?
2. Circulate an agenda with specific outcomes
Context is king in communication. If your audience understands the purpose and agenda before the video call, they are more likely to prepare and be in a better position to contribute to the discussion.
The world would be in a better place if meetings were initiated with this sharper focus.
3. Double check the technology
Prepare early. Make sure your home internet is up to scratch. If things are shaky with your Wi-Fi, consider hot-spotting with your phone. If you intend to share your screen, check everything is where you need it, and that it reads well and looks good. Shut unnecessary screens to avoid any embarrassing moments.
While a pad and pen may be “low” tech equipment, they are really helpful for tracking questions and promoting discussion points. Using a pen during a video call is quieter for your audience. It also activates the creative part of the brain, as opposed to the rational part that operates when we use our keyboard.
4. Keep it short; keep it moving
Most people appreciate short and to-the-point meetings. Starting and finishing on time goes a long way towards building respect for your meeting style. So too does a firm and polite hand moving things along. While you want to ensure everyone on your call feels valued and listened-to, it’s important that people don’t over-talk an agenda item or veer too far from the meeting purpose.
5. Deliver all of you, not just the words
People form impressions of us based on words, visuals and tone of communication. This means it’s worth considering your on-screen appearance. What’s the environment look like? Would it look more professional or less distracting to use a virtual background? What’s the impression you want to create?
If you can, record one of your video calls and review it with these points in mind.
Did I maintain strong eye contact with the audience?
How was my pace? Was it quick, slow or about right? Did I use pauses to help the audience think about the content?
Were my facial expressions congruent with the discussion?
Was I a little too serious or too flippant?
6. Follow up to maximise follow-through
Circulate clear, succinct summary notes and actions ASAP and file to a shared drive. This makes it easier for your participants to follow through on their tasks, and reference useful materials and links. Completing the meeting notes quickly will also keep you productive.
If you found this helpful, please refer to our other workplace communication tips. You can find us online or on Facebook. Feel free to join the conversation and add your tips for virtual meetings.
And always keep in mind the words of the great Irish playwright Oscar Wilde, who noted:
“The single biggest problem in communication is the illusion that it has taken place.”
BOOST team meetings