Many managers would like to see a higher rate of attendance at their meetings! They want effective AND participatory virtual meetings. Lack of preparation time, a busy schedule and many meetings don’t help productivity!
Here are my TOP 5 to make your virtual meetings more effective and to ensure that participation is what you want.
Do you prefer video to text? Watch the video recap of the article below;)
#1: The exception is not the rule
Someone taking up too much space? A subject that interests only a small part of the group is discussed for several minutes? Two people arguing on a subject?
If this is present during your meetings, adjust your focus! If you feel uncomfortable setting in, you’re probably right. It’s about respecting everyone’s time and finding the best platform for this “exception.”
If a person or a subject takes up so much space, it means that there is a need for attention that you can respond to, in another way.
Solution: Kindly suggest to the person or small group that they continue this conversation after the meeting.
#2: Don’t let yourself get overwhelmed
Don’t feel in control of your agenda? On Monday, you realize that you won’t have a minute to yourself this week and that to deliver your files will take miracles or overtime?
If one of the reasons is that you have too many meetings, it’s time for you to do two things:
- Make sure ALL your meetings are relevant;
- Make sure you have effective virtual meetings.
I often hear: “Yes, but I have no choice, I can’t say no to my boss, my employee, my colleague.”
What if we added two elements:
- What are your REAL priorities?
- What should you say no to?
Sort it out!
#3: Promote transitions
Not ready? Do you realize that your meeting participants are not ready? Or that they need a break?
Most people have several meetings in a row. They didn’t necessarily have time to transition into your encounter and a new topic. They may be concerned about the meeting before. They would have liked to have been better prepared to look better.
If you feel that this is the case, at the beginning of the meeting, allow 5 minutes for everyone to get a glass of water, get some fresh air, read the agenda, respond to a text message that stresses them out.
Promoting the transition will certainly allow for a more effective meeting with better participation.
#4: Don’t leave without a diary
Didn’t have time to make a diary? Didn’t the participants read it? Do you still have the same agenda that doesn’t work? 😊 (too many subjects, not enough time for example)
At the beginning of the meeting, determine the key points and the time for each one.
Decide that as a group.
If you’re short on time and still want to skip the list of points, why don’t you assign points to some participants? You create breakout rooms and then share the results of the discussions in a large group.
#5: Get involved
People don’t intervene? Do you ask questions and there is no answer? Are there closed cameras? People are leaving their jobs? Answer their cell phone or talk on the phone?
Here’s your checklist:
- To what extent should these people be at the meeting? What is the role of this person in this meeting?
- How might other people be involved in the meeting?
- Do you let go of topics or people that take up too much space?
- What if you energized your meetings with polls, micro-meeting rooms, icebreakers?
- And if it’s a recurring problem with a person, what would it be like if you talked to them about it?
Avoid: confronting a person in front of everyone.
In conclusion
It may be easier than you think to energize your dating. You deserve effective and participatory virtual meetings (more than you already have)!
- Don’t make exceptions the rule
- Don’t get overwhelmed and manage your time well
- Promote transitions
- Have a diary
- And involve others or use different formats!
Want to know more about how to improve your virtual meetings?
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