How to Be a Virtual Meeting Hero | Summary and Q&A

Transcript

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Summary

In this video, the speaker discusses the increasing prevalence of virtual meetings and the challenges they present. Virtual meetings are popular due to their cost-effectiveness and convenience, but many people admit to multitasking and not fully engaging in these meetings. The speaker offers strategies to prepare for and lead virtual meetings effectively, including setting clear agendas, sharing materials in advance, and using appropriate technology. They also provide tips for participants, such as avoiding multitasking, stating their name before speaking, and paraphrasing to gain influence. Finally, the speaker emphasizes the importance of formalizing post-meeting conversations to maintain team cohesion. A tip sheet with these strategies is provided for further reference.

Questions & Answers

Q: Why are virtual meetings becoming more prevalent?

Virtual meetings have seen a significant increase in usage due to their cost-effectiveness and convenience. They save companies money on travel expenses, allow for remote participation, and offer opportunities for junior employees to join calls they may not have otherwise been a part of. Additionally, many individuals prefer telecommuting to physically commuting to meetings.

Q: Why do people like virtual meetings?

One major reason people prefer virtual meetings is the ability to multitask. According to Forbes, 64% of respondents admitted to checking email, surfing the web, and engaging in unrelated activities during virtual meetings. Additionally, virtual meetings are seen as more convenient and flexible compared to physically attending meetings.

Q: How can one be prepared for a virtual meeting?

The speaker suggests using the A.M.T. strategy: Agenda, Materials, and Technology. Firstly, define the agenda and success criteria for the meeting, identify the necessary team members, and share the agenda and meeting rules in advance. Secondly, prepare materials, assign roles, assign pre-works, and choose the appropriate format (telephone or video conference). Ensure everyone has access to the login and password. Finally, ensure that all participants are using the same platform and that the necessary technology is functioning properly. Arrive at least 15 minutes early to set up and ensure a smooth meeting experience.

Q: What tips are offered for leading a virtual meeting?

As a meeting leader, it is important to start the meeting on time and write down the names of participants to keep track of who is present. To enable participation, limit continuous talk time to give others a chance to speak. It is also beneficial to have round-the-table check-in points to provide structure and give everyone a chance to contribute.

Q: How can participants make the most of virtual meetings?

Participants should avoid multitasking during virtual meetings as it disengages the mind from the meeting. When speaking, it is important to lead with one's name to ensure proper attribution and avoid others taking credit for their contributions. If one is unable to interject in real-time, they should write down their thoughts and bring them up later. Paraphrasing can also be a useful tactic to demonstrate active listening and gain influence in the meeting.

Q: What should be done after a virtual meeting?

After the virtual meeting concludes, it is crucial to formalize the post-meeting conversation, similar to how it would happen in-person by the water cooler or office kitchen. This informal chat is where important information is shared. The team leader should ask for feedback and concerns from participants, and ensure that any issues are addressed promptly. By following up and making remote participants feel included, team cohesion can be maintained.

Takeaways

Virtual meetings are increasingly common, offering cost-effective and convenient alternatives to in-person meetings. However, many people admit to multitasking during virtual meetings, leading to reduced engagement and effectiveness. To overcome these challenges, it is essential to properly prepare for virtual meetings by setting clear agendas, sharing materials in advance, and ensuring technology is compatible. Leaders should start on time, keep track of participants, limit talk time, and provide structure for participation. Participants should remain focused, attribute their contributions, take notes for future discussions, and use paraphrasing to shine a spotlight on their insights. Formalizing the post-meeting conversation is crucial to maintain team cohesion. By following these strategies, virtual meeting participants can stand out and be recognized for their contributions.