Keeping Virtual Business Meetings on Track
In our work-from-home world, businesses everywhere have come to rely upon virtual meetings to foster collaboration. However, research consistently shows that remote workers are overwhelmed by meetings that seem to be increasing in both duration and frequency.
Research by Flowtrace found that employees spend an average of 392 hours per year in meetings, and they consider 71 percent of those meetings to be unproductive. Scheduling overload and lack of clear objectives were the top reasons for unproductive meetings.
That is unfortunate because conferencing and collaboration tools can provide exceptional value by enabling real-time collaboration, improving business agility and enhancing team unity. They give us the opportunity to evaluate project status, share information and exchange ideas.
The following tips and suggestions can help you minimize distractions, stay focused, and get the most out of these terrific technologies:
Be Prepared. You can make meetings more productive by having a concrete plan. Organizers should create and circulate a meeting agenda so everyone can come prepared.
Be on time. Late arrivals distract other participants and waste everyone’s time. If you are running late, notify other participants by text or email.
Limit the use of mobile devices. Although it is tempting to multitask, it can be a distraction that creates interruptions and causes meetings to run long.
Call in from a quiet space. Background noises distract everyone and cause people to lose focus. While working from home, try to find a spot where kids, pets and televisions will not be distractions.
Be concise. Long-winded speakers try everyone’s patience. Do not speak unless you have something relevant to say. When you do choose to speak, keep statements clear and concise to avoid crosstalk.
Use the mute button effectively. Mute your phone when you are not speaking. This will eliminate background noises and annoying echo sounds that can distract other participants.
Take notes. Handwriting notes will keep you engaged in the call and can help you gain clarity about points you would like to make and tasks you need to complete.
By applying these best practices, you should start to see major improvements in how meetings are run. It may not make them enjoyable, but it should make them seem like a good use of valuable time.