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Intelligence
Leading Productive Virtual Meetings

Intelligence

Leading Productive Virtual Meetings

Jun 21, 2016By mStoner Staff

With colleagues and clients across the globe, it is more critical than ever to be able to collaborate across long distances. Today’s technology allows us to hold virtual meetings with our college and university partners that are as efficient and effective as when we are sitting in the same room together.

At mStoner we have a lot of experience in collaborating virtually. As the chiming begins and your participants join from their respective locations, here are some tips to help you create a positive and productive virtual experience:

[Tweet “Five tips to hold more productive virtual meetings. #mStoner”]

Set Ground Rules

  • Before the meeting, ask participants to refrain from multitasking and to eliminate external distractions.
  • Ask different people to track time, moderate, and take notes to encourage engagement and focus.

Be Prepared

  • Test connectivity and technical aspects of the meeting ahead of time and remember to share log-in information, so that your meeting begins on time and without any undue frustrations.
  • Always provide an agenda that includes clear objectives, what decisions will need to be made in the meeting, and any pre-reading or research assignments that attendees will need to complete beforehand.
  • If you need input from people who will not be attending the meeting, get it beforehand, so progress is not stalled.
  • Keep your meeting short and on topic and begin and end on time.

Engage

  • Turn up the volume. Ditch mute and encourage lively and productive discussion.
  • Ask questions throughout the meeting rather than saving Q&A for the end to keep people engaged.
  • Turn on video, so you can read facial expressions.

Follow Up

  • Be sure to share a summary of the meeting.
  • List action items and who is responsible for making them happen.
  • Set up the next meeting, so everyone is accountable.

Be Polite
Now that you’re exposed by video and audio:

  • Speak at your regular volume.
  • Make sure the camera is on your face.
  • Don’t fidget or make distracting movements.
  • Be aware that loud typing can be distracting to others.

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