This is a new way to be competitive. Learn how to facilitate and take part in virtual and hybrid meetings.
Why?
One concerning, but not surprising stat is that we have 250% fewer meetings per day than before the pandemic. This is according to a Microsoft study. Another 15,000-person study found that we spend over half our workweek in meetings. This is an increase of 7.3 hours each week since the pandemic.
Since the advent of hybrid and remote computing, many of us have seen an increase in the number of meetings we attend. These numbers are not surprising.
However, the issue is not about how many meetings you have. Bad meetings are the problem.
Meetings shouldn't be lost from the workplace culture. Meetings are essential for collaboration and building relationships. The rise in meetings seems to be correlated with a decline in meeting quality. This means that facilitators are often unprepared and participants multitask. Decisions are delayed into yet other meetings because there are no clear goals.
Many offices are now exploring the advantages of hybrid and remote work. However, times are changing and so should our meetings, which are an integral part of any business, as well.
These are some best practices that you can use to improve collaboration and your future online meetings.
ALWAYS HAVE A GOAL AND A PROGRAM
Not preparing for meetings in advance is a major meeting faux pas. There have been many meetings in which people want to "have a conversation" about something. The topic isn’t thought through and there’s no structure to the meeting. Conversations drift off-topic and it’s not clear what we are trying to accomplish.
Next, identify the problem you are trying to solve and place it at the top of the agenda. This is your overall goal. Next, determine the topics that will be discussed to reach your goal. These are your agenda topics. This will keep meetings on track and force the facilitator to think through each meeting before they click "Join call."
It is a good idea for attendees to provide input on the agenda. This allows for a more collaborative meeting, gives everyone a voice, and helps the facilitator manage the agenda efficiently.
You received a meeting invitation with no agenda. Politely ask for an agenda or ask how you could contribute.
This could indicate that the meeting is more like a status update than a discussion. You might consider replacing the meeting with an asynchronous communication method, such as email or recorded video.
ADVANCE OF ASYNC Communication
A sync is a method to replace meetings where only one person can speak to everyone. It does not require input or collaboration. You can even try a synced audio.
This video communication method is particularly effective as it accurately conveys your message and tone. It's better than emailing or using Slack messages that can be lost in translation. These videos can also give a face and feel of connection to the person being filmed. Asynchronous videos include status updates, product walk-throughs, and announcements.
A sync also allows your team to view or watch content whenever it's convenient for them, regardless of their time zone. This will make them happier. Who wouldn't want this?
CREATE an EXPERIENCE
Are you still using screen-sharing features? It's no longer necessary. This means that it won't be able keep your attention for long.
Meetings should be experiences. It doesn't matter whether you're creating a PowerPoint deck or a Prezi presentation; your presentations should include elements that appeal to virtual worlds, such as strong visuals and movement.
Even better? Engaging on-screen content will make virtual meetings more engaging. This gives your audience reason to look at you and not their phones. On-screen responses can help you create inclusion. This allows everyone to participate in the meeting, without interfering with the flow of the conversation.
The Passive to Active Meeting Framework is a step-by-step guide to making sure you are engaging your audience.
CONCLUSION
Leaders and organizations must make the most of meetings to be successful in future workplaces. This is true regardless of whether the model is virtual or hybrid. They aren't going away, and they shouldn't. It is time to make a fearful pastime something that motivates, inspires, and energizes your team.