In today’s situation in our workplaces, thanks to Coronavirus, you’re likely to be working with someone in a different part of the country or a different part of the world. Which is why getting a clear understanding of how and why online meetings work, and how to make them work for you, is so important.
Online meetings are now part of your team’s workflow, but how to make them efficient can be a bit tricky: What’s the best virtual meeting tool to use? And how do you make sure you cover everything that needs covering before everyone hangs up or disconnects?
If running a virtual meeting feels like one big question mark, don’t sweat it. Let’s take a look at some of the things you need to know about running effective online meetings.
Choose the right meeting tool for you
There are a lot of online meeting platforms you can use out there that makes the process easier, faster, and more collaborative. The key is to know which of these tools is the right fit for your team.
When choosing remote meeting tools, ask yourself:
• What is the key functionality you need for the online team meeting to be successful?
• How many people need to be involved?
• How can technology make online meeting more efficient?
Identify the Right Participants
Make sure that the people who are invited to the meeting are the people who really need to be there. You don’t want to run a meeting with all your employees to there, including those who are not concerned with the agenda. Make sure that everyone who needs to be there is invited and can actually attend!
Setting up remote team meetings around conflicting schedules
Online meetings allow everyone to be where they need to be in their own context,” says Bryant Galindo, the co-founder and CEO of CollabsHQ, a coaching and consulting company. But figuring out how to get everyone where you need them to be can be a struggle, especially if you’re working with a remote team of virtual assistants spread across different time zones.
To get everyone on the same scheduling page, look for time frames that work for everyone’s time zone. There are plenty of tools that help you choose the right time frame for your distributed team:
• Every Time Zone
• The World Clock Meeting Planner from timeanddate.com
Set and Stick to an Agenda
The agenda should include all the information needed to attend and participate in the meeting, e.g. the required participants, start and end time, location (e.g. Zoom room), objectives, and links or descriptions of any material that needs to be reviewed prior to the meeting.
Avoid Unnecessary Meetings
Although face-to-face communication is the most effective form of interaction; still, that does not mean every conversation or decision requires an online meeting. Some matters can be better resolved via email or casual chats. Therefore, set up an online meeting only when it is essential and required. Otherwise, it is better to stick to other mediums of communication.
Optimize with your Team
And a final tip to make your team’s online meetings more productive: check in with your team to get their feedback on how meetings can be improved. Gather suggestions and present these strategies
Hopefully these tips will allow you to foster engagement among participants and ensure productivity during your future online meetings.
Moreover, if you want to start building your own online team, Hire a Virtual Assistant from Summit VA Solutions! Enhance your workflow and run your business without the worry of spreading the coronavirus. Grow your business online and Give it a try, see what happens.
Set an appointment with us today! Call us at 877 561 2778 or send us an email thru firstname.lastname@example.org.
About the writer: Graduate with Diploma in Information Technology and Business Administration major in marketing & management. Former teacher for secondary and tertiary level. Former Trainer for Medicare customer support John used to write articles for Houston Real Estate investing and market.