While conference calls and remote meetings are nothing new, who would have thought that in 2020 the norm is now sitting on computer Zoom calls telling people they’re on mute, instead of rubbing shoulders and drinking coffee together around the boardroom? It’s certainly been a big adjustment for the working world, with the global pandemic forcing businesses to change the way they operate. Virtual meetings are now a necessity whether we like it or not, but how many of us are actually doing a good job of them?
Well if you think you might be lacking in this department never fear, because here are four simple tips to help you master the art of the virtual meeting:
- Avoid meeting overkill
The way some employers and managers have handled their staff suddenly working from home has been to check up on them constantly by filling their daily schedule with one virtual meeting after another. While it’s important to ensure people are staying connected and that their social and mental health is being looked after, it can become tedious and frustrating for people if they don’t feel trusted and have no time to do any actual work. If you’re running too many meetings also they will become ineffective, so plan out each week how many you really need and make sure they don’t run over the scheduled timeframe.
- Game on – engage in play
It’s pretty scary times we’re living in and more than ever people all need a chance to relax, have fun and interact with others. The extra bonus is that by ‘playifying’ your meetings, you’ll inadvertently strengthen bonds, boost collaboration and creativity, and increase productivity. It’s true – the research says so! Try kicking off with icebreakers (e.g. what books or TV shows everyone is into at the moment) and use ‘engagers’ throughout (e.g. ask a quick question to get everyone refocused and connected again getting people to signal with a gesture or answer verbally). You should also schedule a few fun meetings once in a while that aren’t focused on work (e.g. virtual karaoke or guided meditations). The opportunities are endless but if you’re lacking some play inspiration, you can grab a few ideas here in my Playbook.
- Take the meeting outside
Just because it’s on a tech device doesn’t mean you can’t be outside! Set your laptop up on a table on your front porch, or log in via your phone for a ‘walk and talk.’ There’s nothing like fresh air, nature and exercise to get the brain juices going. Of course this isn’t appropriate for every meeting (especially if you’re presenting slides or something similar), however it’s a great way to mix things up and help you feel less chained to the house.
- Speak up and get involved
If you’re not running the meetings yet feel like you never get an opportunity to put forward ideas or engage sufficiently, now is not the time to sit back on mute while secretly scrolling through your phone. Lean forward into the camera and wait for an opportunity to speak, or input your thoughts by typing into the chat channel. You can also contact the meeting facilitator prior and let them know you have something to report on or present, so they can give you the floor when the time is right.
What activities or approaches to virtual meetings have worked well for you? I’d love to hear them!
By Hanna Karlsson
About the author
Hanna Karlsson is the founder of theWorkshopper, an organisation that helps both individuals and businesses tackle the increased expectation of innovation and productivity in this fast-paced world of smartphone distractions, by keeping participants engaged through play. For free playification ideas head to theWorkshopper’s Play Playbook.