What do you do if your administrative team needs to collaborate remotely using video conferencing tools?

1 Choose the right tool

There are many video conferencing tools available, but not all of them may suit your needs and preferences. Before you decide on a tool, consider the following factors: the size of your team, the frequency and duration of your meetings, the features and functionalities you need, the security and privacy of your data, and the compatibility and accessibility of the tool. You may also want to test different tools and get feedback from your team members to find the best fit.

2 Set clear expectations

Once you have chosen a video conferencing tool, you need to set clear expectations for your team on how to use it. You should communicate the purpose and agenda of each meeting, the roles and responsibilities of each participant, the etiquette and norms of video conferencing, and the follow-up actions and deadlines. You should also establish a backup plan in case of technical issues or interruptions. By setting clear expectations, you can ensure that your team is prepared, engaged, and productive during your video meetings.

3 Optimize your environment

Another important aspect of using video conferencing tools is to optimize your environment for a professional and pleasant experience. You should choose a quiet, well-lit, and clutter-free space to conduct your video meetings, and avoid any distractions or background noises. You should also check your internet connection, audio and video settings, and battery level before joining a meeting. Additionally, you should dress appropriately, maintain eye contact, and use gestures and expressions to convey your message and emotions.

4 Encourage interaction

One of the challenges of using video conferencing tools is to maintain a high level of interaction and engagement among your team members. As an administrative manager, you should encourage interaction by asking questions, soliciting feedback, acknowledging contributions, and using polls, quizzes, or games. You should also use chat, screen sharing, or whiteboard features to share information and resources, and to facilitate brainstorming and problem-solving. Furthermore, you should foster a positive and supportive team culture by using humor, praise, and recognition.

5 Manage time and attention

Using video conferencing tools can also be demanding on your time and attention, especially if you have multiple or long meetings. As an administrative manager, you should manage your time and attention by scheduling your meetings wisely, setting and sticking to a time limit, and taking breaks. You should also respect your team members' time and attention by starting and ending your meetings on time, staying on topic, and avoiding multitasking or checking your phone. Moreover, you should monitor your team's energy and mood, and adjust your pace and tone accordingly.

6 Evaluate and improve

Finally, using video conferencing tools can be a learning opportunity for you and your team. As an administrative manager, you should evaluate and improve your video conferencing skills and practices by collecting and analyzing feedback, identifying strengths and weaknesses, and implementing changes and improvements. You should also seek and provide coaching, training, or mentoring to your team members to help them develop their video conferencing competencies and confidence. By evaluating and improving, you can enhance your team's performance and satisfaction when using video conferencing tools.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?