3 Steps to Make Virtual Meetings Actually Productive
This post originally appeared on my column on Inc.com on July 18, 2016.
Videoconferencing is revolutionary. It allows people in the East Village to connect with international colleagues in real time--not only hearing what they have to say, but also seeing how they gesticulate when they're talking. Seeing as though much of human communication is nonverbal, this is nothing to take lightly.
At Fuze, I manage a team of Product Managers spread across four different time zones. And I'm proud of the fact that I'm able to use my company's software to connect with my team. I spend about 50% of my time traveling since I believe face-to-face meetings are immensely important. However when I'm back in my office in NYC, my days usually consist of joining back-to-back virtual meetings from my office for hours at a time. How exactly can you and your coworkers stay productive when you're in videoconferences all day long?
Setup your office correctly
Believe it or not, making a few changes to the way you configure your work environment can have a tremendous impact on your videoconferencing productivity.
Not surprisingly, videoconferencing drives engagement during remote meetings. Those who attend videoconferences hold their attention 52% longer than those their peers who meet via conference call. What's more, in a recent survey, 56% of respondents indicated that they multitask often during phone meetings. Compare that to only 4% of respondents doing the same during videoconferences, and you begin to see how these modern meetings are more productive.
But this all doesn't mean that switching to videoconferences will automatically make your meetings more effective. You have to set yourself up for success. Here's how:
Use your hands
Having a wide-angle camera (I use this Logitech webcam) allows you to be standing in full frame three or four feet back from your computer. Other attendees won't just see your face. Wide-angle cameras make videoconferences more authentic because they enable you to talk with your hands, making it feel as though you're in the same room with remote team members. Authenticity comes from engagement; when your meeting attendees see you actively talking and gesturing they know you're being serious. Since people can see you in totality, they're not worried if you're hands are off-screen typing or using your phone. Remember, just because videoconferences are more productive doesn't mean attendees won't browse the web here and there. A wide-angle camera cuts down on those unproductive habits.
Sketch it out
There's certainly a lot of digital whiteboarding software out there and it tends to work well when needed. To best mimic the in-person experience, however, you may be better off pairing your wide-angle camera with an actual whiteboard that's facing it. That way, other attendees feel that much closer to being the same room as you. Sketching is a great way to get your creative energy going and help come to consensus faster when brainstorming with another person.
Stand up
The last thing you want is to doze off during a videoconference--something that becomes more likely when you have to go long periods of time without talking. To mitigate the risk, utilize a standing desk. This will make you more alert--and more importantly, less likely to embarrass yourself or the speaker by falling asleep!
Get up and walk out
Lastly, above all else, don't forget to get up and out periodically. Though you may be tempted to stay in your office all day when you have back to back meetings, sometimes it's okay to change the environment even though it seems to be working well.
It's easy to get caught up in back-to-back meetings where you end one videoconference and launch another. In some instances, this may be unavoidable.
You should block yourself small chunks of time you can use to go for a walk, bounce ideas off a colleague, or have a one-on-one meeting. Movement encourages motivation. So take a break, get water, or interact with a local barista to make sure you're not sitting (or standing) in your office all day.
Videoconferencing can seriously improve productivity. But you have to set yourself up for success. Follow these tips and you should see your videoconferences become much more effective.