Did you know that most business owners and managers spend up to 65% of their time hosting or attending meetings?
These meetings tend to focus on project updates and strategy development. Although today’s technology has made it much easier to hold meetings with professionals who live across the nation or the world, these meetings are a bit more challenging.
Therefore, these are tips to improve the productivity of your online meetings.
Having a Quiet Location
Where you choose to set up your meeting has a direct impact on your meeting’s success. For example, you should avoid areas with lots of distractions.
Make sure you let your staff know that you are unavailable for the duration of the meeting. Close your office door, and turn off any music, audiobooks or other noise.
Your background can also have visual noise. For example, if you place yourself in front of a shelf full of books, you may have attendees who are trying to read your book titles rather than engaging in the meeting. Therefore, consider using a general background, such as an Office background free.
Having an Agenda
No one likes to sit through endless meetings, and if they are virtual attendees, they can be easily distracted by other things they could be doing where they are. In addition, you have to make the extra effort to ensure your points are clear and understood. Therefore, develop a well-defined agenda.
You should provide each attendee with an agenda before the meeting so they can prepare effectively. Make sure you include their roles and any expectations you have of them. Also, set time limits in the agenda.
Be Prepared
As you create your agenda, you should be preparing for the meeting. Appoint someone to moderate the meeting, especially if you tend to get off track. Then, gather the documents, slides or other visuals you need. Set a reminder in your digital calendar so you aren’t late. Also, restart your system at least 20 minutes prior to your meeting. Then, sign on at least five minutes early.
Make it Fun
At the start of your meeting, allow everyone to introduce themselves. You may use a virtual background with logo to place everyone on the same page and help them all feel included.
Then, use icebreakers to open your meeting. These games can help you get to know your attendees, and they can help your team relax and inspire creativity. Then, get to the meeting quickly so that you and your counterparts can get back to work.
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Build Action Items
At the end of every meeting, you and the other attendees should have specific tasks or action items that they need to complete. Avoid making vague promises or ending without defining your expectations. Have everyone restate their action points and discuss their deadlines or expected completion dates.
When the meeting is over, share the notes with all the attendees. This will remind them of their tasks and the deadlines they set and allows for clarification. This review ensures that everyone is on the same page.
When the meeting is over, you can ask for feedback. Discuss the content, a customize Zoom background, and suggestions for better meetings in the future. Remember that preparation is the key to hosting productive online meetings.
