5 Tips for Virtual Team Meetings

"Please don't waste my time!"

How many of us say this silent prayer as we hit the Join Button for the weekly (or any other) meeting with our virtual team? The truth is, no one wants to spend precious work time in unproductive meetings where few things are accomplished.

The good news is there’s an easy fix to common mistakes that too many of us make when we are charged with running virtual meetings. The secret ingredient for success is to maintain the critical human connection throughout your meeting. Here are five tips for you to follow so every member stays engaged throughout.

TIP #1: KNOW YOUR DESTINATION - Begin with the end in mind.  

What does this mean? Simply, know the key items you want to accomplish on the call and convey that as soon as everyone has joined the meeting.

• Greet everyone; have all participants introduce themselves.
• State the purpose of the call. What are the objectives? Better to focus on a few key items then getting lost with an unwieldy laundry list that is not realistic.  
• Distribute the agenda in advance of the meeting.

TIP #2: SET YOUR RULES OF THE ROAD – Have a few ground rules up front. They can be as simple as:

• Identify yourself each time you talk.
• Use your mute button to eliminate background noises.
• Keep your comments brief so everyone understands them.
• Be respectful of all points of view.
• Don’t just disappear if you are needed elsewhere. Verbally sign off.

TIP #3: FOLLOW A MEETING CODE – What behavior is acceptable for everyone on the call?

• Follow the “let’s hear from you” protocol - ask for every participant to comment at least once during the call.
• Practice “back briefing” by asking participants to paraphrase key items.
• Help everyone speak up, especially Silent Riders (those who previously stayed silent on calls). One technique is using a 5-point scale when asking questions or getting participants to make decisions. For example, “Do you think doing XYZ is a 4 or a 5?” instead of asking for a “yes” or “no” answer.
• Do your best to keep to the stated meeting time. If you gain a reputation for running meetings efficiently then fewer participants will be no shows or drop out of your meetings early.

TIP #4: LAY OUT AN EASY-TO-FOLLOW ROADMAP - Identify action items and create a map to get there. This is the critical step, since the purpose of the meeting is to discuss issues, projects and deliverables that require input or action from participants.

ABC = Always be closing (always have a next action item)

• Discuss high priority items first.
• Keep a careful watch on the time so you can check off completed agenda items.
• If you sense the meeting will go past the allotted time, make a quick decision to continue the meeting at a later time/date so you can concentrate on important issues that require additional discussion.
• Include enough time at the end of the meeting to summarize main points and state action items.
• Don’t take for granted that participants have understood the issues and agreed to actions. Follow-up with a written summary and action steps.

TIP #5: DRIVE ACCOUNTABILITY – Without commitment to bringing these proposed actions to life, the best laid plans don’t advance beyond the dreaming stage.

• Make sure people with tasks understand the deadlines and what needs to be done.
• You or someone you assign, email summary / put in a shared drive.
• Bullet points are fine
• Use a set template for each meeting, so participants can quickly identify what was covered / actions needed – and who the actors are.
• Update, modify goals, keep the team on target.
• Close the meeting.

I’ve just listed five sure-fire tips for running successful virtual meetings each and every time. Keep these tips close at hand during these calls and you’ll gain a reputation as someone who adds value to the workday. 

If you want additional resources, such as a successful meeting template I have shared with my clients, contact me at https://www.dhirubhai.net/in/yaelzofi/