With
While it’s hard to replicate the interaction and spontaneous conversations of in-person meetings in the online world, there are ways to encourage engagement and tap into the tech tools that can make online meetings more productive and efficient than in-person.
Read more:
Based on our lessons learned as a fully remote company spanning different continents, and also a technology provider for virtual meetings and events, we can offer some best practices to make online company meetings less of a snooze and more of a success.
1. Cameras on, distractions off. The pandemic got us used to online conference calls, but many of us still shied away from turning on our cameras. Make it a company policy to keep cameras on during business meetings. It’s too tempting to start “multitasking” if you know people can’t see what you’re doing — whether that be reading emails, texts, looking at Slack, or checking out YouTube videos and social media feeds. Make sure everyone keeps their camera on and ask them to mute devices; if it were an in-person meeting you would not allow people to be
2. Don’t overschedule. It’s tempting when meetings are online to squeeze in as many as possible in a day or a week — people aren’t traveling or commuting to work, so schedules may be more open and it may be easier to cram in more meetings than before on the calendar across teams. However, your staff
3. Prepare an airtight agenda. Just winging it in an online meeting is never a good idea. It’s far too easy to lose people’s attention when they’re not sitting in front of you if you don’t have a well-planned, organized set list of items to cover. For smaller team meetings, we recommend assigning a chief meeting officer who owns the agenda from A to Z and runs the entire meeting, and then rotating that position regularly. This way everyone gets a chance to run a meeting and prepare items and is charged with keeping things on track.
One way to structure an online meeting is to have the smaller talks at the start for the first five minutes or so. These could be ice breakers, if there are new members to your team, or just an informal way to get everyone chatting before the core of the agenda begins. Sometimes it’s as simple as the chief meeting officer asking people to share their favorite movie or TV show they’re binging, or favorite book they’ve read recently or recipe they’ve tried. Once you get to the heart of the meeting, make sure the chief meeting officer has planned in advance calling on people to participate so it’s not a one-way street of lectures, which can be hard to stay tuned into. At the end of each meeting should be a recap and clear to do’s as well as a period for questions — whether people are chiming in with them on video or entering them into a chat box. We’ve also found having something fun planned at the end of the meeting is a great way to
4. Take advantage of the online medium. While there are things that are hard to replicate from in-person meetings, the reverse is also true, and hosting meetings online through a full featured
Online meetings don’t have to mean naptime or distracted listening, but they do take some creativity and planning as well as research of the online tools at your disposal. Keeping your colleagues engaged, interactive and accountable at meetings means you show up well-prepared with a brief agenda, engaging online tools and some banter, and they attend with cameras on, devices off and a willingness to participate. Even if and when we return to in-person work, I think we’ll find that sometimes online meetings will be a better way to keep these team sessions efficient, informative, interactive and enjoyable.