What Makes a Virtual Meeting Successful
It’s always been important for leaders to stay connected to team members but even more so now that we are going through a global pandemic and much of the world is still in lockdown or re-entering lockdown. To say that leading remote teams is challenging is one giant understatement. You have to not only connect with people through proper communication skills, but still deliver your point of view, facilitate remote meetings, and incentivize team members to adopt new actions by the end of the meeting in order to hold successful virtual meetings. And that is all while dealing with distractions and technical difficulties. So, get ready for 5 tips for successful meetings in a virtual workplace so you can stay connected and progress as a team online.
5 Tips for Successful Meetings in a Virtual Workplace
1. Keep an Open-Door Policy
Many leaders have taken an open-door policy to show employees they are available to hear any questions and concerns and offer support and guidance. But how do you keep this policy alive when your team is working remotely, and you don’t have a physical door they can knock on?
It all comes down to your commitment of honest communication. You’ll need to be proactive and create structured opportunities for conversations and feedback. This may mean you make the time to have one-on-one phone or video meetings with each team member at regularly scheduled times. This will allow you to check in with them and them to check in with you.
You may also want to host group forums to regularly discuss how the entire team is doing as a whole. These meetings will give everyone an opportunity to find creative solutions to challenges together in addition to your regular virtual meetings.
2. Use Executive Communication Skills to Become a Better Listener
If we had to name one of the most effective communication skills, if not THE most, it would have to be listening. Too many leaders focus on “telling” others what to do when they should be committed to having genuine conversations with their team members. And these conversations require everyone to hear, truly HEAR what others have to say.
The truth is, the more successful a business leader is, the more you will find he or she is someone who listens to others. Why take the time and use your financial capital to attract the top talent in your industry only to ignore their views and opinions?
Active listening is a skill that needs to be developed. You may think you are listening to someone and suddenly realize you’ve tuned out. You’ve got to really focus on what others are saying. It’s not that different from practicing meditation. You’ll find your mind wanders and you need to bring it back and give your attention to the person speaking. The better of a listener you are, the more you’ll be able to lead successful virtual meetings.
It’s also important to make sure your company culture embraces active listening. Set an example for your team members and make it known that interruptions, multi-tasking and talking over one another is not acceptable.
3. Become Conscious of the Language You Use
To be an effective communicator you have to be self-aware of the language you use with others. This is one of the best tips for successful meetings online. You also have to develop more empathy so you can be aware of how others are feeling. So many people are still reeling from the panic and fear of this pandemic. It’s important to not judge other’s feelings right now, but simply become aware of them so you can adjust your words and communication style accordingly.
This is why using video chat for your virtual meetings can be so helpful, as opposed to regular conference calls. With video you can see other people’s facial expressions and body language and pick up on how your team is really doing and handling this “new normal.” Many of your team members may be struggling right now, so try and be aware of that and use empathy in how you offer direction and guidance.
4. Give Effective Feedback for Successful Virtual Meetings
Giving feedback is not the same thing as giving effectivefeedback. To do the latter you must follow 4 guidelines:• Get the timing right: Think about the right timing for the feedback. If you say the right thing but at the wrong time, your recipient will not be open to the feedback and your message won’t get across. So pick the best time both for yourself and the other person. This could mean getting on a video chat at the end of the day when your employee has completed their busy to-do schedule.• Have a plan: You must have a plan to give the feedback. Create an agenda as you would do when preparing to speak in front of your entire staff. What do you plan to give the feedback on? How do you plan to give it and what points do you hope to tackle?• Offer solutions: Don’t dump a bunch of criticism on the other person; make them a part of the solution. Ask for input on how things can be improved.• Follow up: Feedback can only be successful if there is follow-up. Give positive reinforcement.
5. Offer Clear Messaging
It’s very easy for your message to land with a thud when your 20 team members are staring into the computer screen. Five of them have young children that are home, running and screaming through the house, nine have dogs barking in the background and two just had a UPS guy at the door!
You’ve got to make sure your messaging is simple and clear. Don’t use 50 words when 5 will suffice. Spend a bit of time preparing what you will say before your virtual meeting. And be sure to ask if anyone needs any clarification before logging off.
Final Thoughts
As we all try to get comfortable with this new “normal”, it’s important that business leaders step up and go that extra mile to ensure their teams have the support and guidance they need. Effective remote meetings are entirely possible as long as attention is given to clear messaging and effective feedback, and as long as leaders become more conscious of the language they use and listen more actively. These tips for successful meetings online, along with committing to an open-door policy, are what will help leaders hold successful virtual meetings and support team members in every way possible moving forward.
If you liked this blog post then consider following us on LinkedIn for public speaking tips, tricks and techniques. Looking for additional virtual meetings support? Check out our workshop offerings for you or your team!
