Meetings are essential to workplace communication, problem-solving, and decision-making. However, when remote work became the new norm and companies turned to virtual meeting platforms, meetings per person increased by 12.9%. The number of attendees per meeting also increased by 13.5%, and inefficient meetings were labeled as the leading disruptor of employee productivity.
With the amount of time invested in meetings, employers can’t afford to have unproductive virtual gatherings. This guide offers a few ways to ensure your firm’s virtual meetings remain as efficient as possible – for everyone’s sake.
How to Lead Better Virtual Meetings
Preparation and planning are key to keeping meetings on track. Use these virtual meeting tips to build confidence while also considering everyone’s time.
Create an Agenda & Assign a Facilitator
Creating a meeting agenda is beneficial to attendees before the meeting begins, as it holds them accountable for preparing any updates they’ll be asked to share. During the meeting, the agenda will help keep everything on track and ensure all tasks are accomplished within the allotted time.
A meeting facilitator should also be established to help guide the meeting to stay on task and on time. Not having a clear leader can waste valuable time deciding who should talk next and lead to people speaking over one another.
Check Your Technology
There’s nothing worse than logging into a meeting at the scheduled time only to realize that Zoom requires an update. To avoid this nerve-wracking scenario, always log on 5-10 minutes early to ensure your camera and microphone are working, your volume is on, and you’ll be available to let people into the meeting on time. And don’t forget to check that you’re off mute!
Minimize Distractions
With many employees working a hybrid or fully remote schedule, it can be easy to become sidetracked while at home. There are several steps you can take to minimize distractions during virtual meetings:
- Have a dedicated workspace: Your work area should be a quiet, tidy spot where you can meet without being disturbed or overstimulated.
- Avoid multitasking: It can be tempting to respond to an email or open a new browser tab during a meeting, but remaining focused on the discussion will help you get the most out of it.
- Schedule breaks: Establish boundaries by setting aside time for breaks and lunch before, between, or after meetings. You won’t be running to the fridge to grab your lunch or eating with your camera off during a meeting if you allot time to eat beforehand.
Utilize Shared Meeting Notes
Certain tools, like project management software, enable you to create a central space for everyone to add their notes during a meeting to stay aligned. With everyone’s notes in a central place, the information can easily be found afterward by those who attended and anyone who missed the meeting.
Summarize the Meeting
Set aside several minutes at the end of the meeting to summarize key takeaways and review the next steps to ensure everyone understands their action items. It can also be helpful to provide a high-level summary of the meeting at the top of the shared meeting notes for reference.
In addition, allow time for Q&A near the end of the meeting. You’ll potentially answer questions in the moment that multiple team members had, which can eliminate confusion and the need for additional communication later on.
Schedule With Time Zones in Mind
With remote work, team members may be spread out across the country—or even the world. Whenever possible, schedule a time that falls within business hours for each person.
People may not be as motivated to participate if a meeting is after hours, which could impact the meeting’s efficiency while promoting a poor work-life balance. Calendar transparency tools like those available in workforce management software can help you keep track of everyone’s schedule, regardless of their role or where they’re working.
Keep Your Remote & Hybrid Teams Organized With Workforce Management Software
Meetings are crucial to remote and hybrid workplace collaboration, but that doesn’t mean they’re always efficient. Workforce management software like coAmplifi can help keep you and your team organized with built-in communication tools like a Virtual Campus, shared meeting notes, and company-wide calendar visibility, including everyone’s working hours, meal breaks, and time off.
Keep your teams productive and efficient with coAmplifi. Schedule your demo now!
