Tech

How to have impactful meetings in the future


Learning how to facilitate and participate in impactful virtual and matching meetings will be one of the most significant competitive advantages you can give yourself in this new world of work.

Why?

A related (but not surprising): We have 250% more meetings every day compared to what we did before the pandemic, according to a Microsoft study. Again Research on Reclaim.ai 15,000 people shows that we spend more than half of our standard workweek in meetings, totaling 21.5 hours (an increase of 7.3 hours per week since the pandemic began).

Many of us may have seen an increase in meetings on our calendars since the world became alien and then mixed. So these numbers are certainly not too shocking.

However, the problem is not the number of meetings. Its bad the meeting.

Meetings should not disappear from our work culture. They are important for cooperation and building relationships. But the increase in meetings appears to be related to a decrease in meeting quality – meaning that moderators appear unprepared, participants multitask and decisions are postponed. again meeting because no clear goal was set at the start.

Thankfully, many offices are leaning towards the benefits of remote and hybrid work. However, times are changing and our meetings – which are the foundation of any business – should change too.

Here are some best practices to consider to improve collaboration and future online meetings:

ALWAYS HAS TIPS AND GOALS

One of the biggest meeting spoofing mistakes is not prepare for meetings ahead of schedule. I was in countless meetings where someone wants to “discuss” something. Unfortunately, the topic is not carefully considered in advance and there is no structure for the call, so the conversations become off-topic and it is not clear what we want to accomplish.

Enter: Agendas.

Figure out what you want to tackle, then put it at the top of your agenda – this is the overall goal you want to accomplish. Then find the discussion topics needed to achieve that goal – those are the topics on your agenda. This will prevent meetings from going astray and require the facilitator to think through the meeting before they click “Join Call”.

You should also get input from attendees for the agenda. This creates an instant collaborative meeting, gives everyone a voice, and helps the meeting coordinator manage the agenda efficiently.

Did you receive a meeting invitation without an agenda? Politely step back and ask for one, or ask how you can contribute or what you can prepare ahead of time to make sure the facilitator has thought through the meeting before you join.

If you’re having trouble creating your agenda or setting clear goals, this could indicate more status updates and less discussion. Try replacing the meeting with an asynchronous form of communication, such as email or recorded video.

GET THE BENEFITS OF ASYNC COMMUNICATIONS

Talk about asynchronous –Intended use is to replace meetings that require one person to speak in everyone instead of people asking for input and collaboration. Better yet – try asynchronous video.

This type of video is a particularly effective way to communicate because it more accurately reflects the message you’re trying to convey and your tone of voice (compared to emails or Slack messages where things can get lost in translation). ). They also put a face to the name and can create a stronger sense of connection. Examples of asynchronous videos might be status updates, announcements, and product tutorials.

Best of all, async allows your team to view or view content when it’s convenient for them, regardless of their time zone. When you can offers more flexibility and allow teams to work when they’re most productive, you’ll have a happier team. And who doesn’t want that?

CREATE A US EXPERIENCE

Are you still using screen sharing features? Today, that’s the bare minimum, meaning it won’t be able to attract attention in the long run.

Meetings have to be experiences, be your latest Netflix or Hulu indulgence. So it doesn’t matter if you’re dusting off a PowerPoint or creating a presentation for Prezi; You should ensure that your presentation includes elements that cater to the virtual world, such as motion and powerful visuals.

Even better? Have engaging content on screen to enrich your virtual meetings. And this also gives your audience a reason to look at you instead of their phone. You can create inclusion through features like on-screen feedback. This allows all personality types to contribute to the meeting without disrupting the flow of the conversation.

Follow Passive meeting framework – a simple step-by-step process to ensure you’re warming up your audience (yes, like an entertainer), taking a pause to welcome discussion, and leveraging the many tools available to Engage your team (some of my favorite tools include Slider, Miro, Kahoot, Stormboard, Asanaand Slack).

CONCLUSION

Meetings are one of the greatest opportunities leaders and organizations have to excel in their future workplaces. This is true whether it is a virtual model or a hybrid model. They won’t go away – nor should they. It’s time to turn a terrifying pastime into something that motivates, energizes, and inspires your teams.

Want to become a meeting expert? Check out my 30-minute LinkedIn Learning course, “Virtual and Hybrid Meeting Basics.”

Image credits: by Anna Shvets; Bark; Thank you!

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We are Calendar, trying to make the world a much more efficient place. Check us out online at https://www.calendar.com.



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