Managing meetings effectively in the COVID-19 World: The Ideal meeting structure
By: Copie Harris & Carla ávila
Presenting your authentic self while physical distancing: what is the ideal meeting structure? Many of our colleagues and clients report that they’re exhausted at the end of a day filled exclusively with video and conference calls. This exhaustion stems from many causes, not least of which is participating in calls which aren’t efficiently managed. The end result is that many of us feel that our video and conference calls haven’t been productive: we leave meetings without knowing what the point was or what action we should take as a result of the meeting.
As always, we’ll remind you that reading an article about verbal and non-verbal skills, while helpful, is akin to reading an article about improving your tennis or golf game and expecting to play better right away. Call us at +1-508-259-7496 or email us at https://www.dhirubhai.net/redir/phishing-page?url=contact%40magicticity%2ecom to set up a conference call or video practice session. And a note: the webcast that accompanies this article was recorded before the coronavirus pandemic. The tips we outline in the webcast are nevertheless relevant to today’s “new normal.”
Tip #1: Take charge!
Your goal should be to make your phone conversations and video calls meaningful to your audience. One way that you can do this is to take charge and to have a meeting structure. If you’re in charge, take charge! Don’t hesitate to manage the call. What this means is that YOU tell everyone the goal and the message for the call, YOU perform the introductions and the time check, and YOU manage the interaction.
Tip #2: Taking Charge--Use verbal signposts
Verbal signposts are phrases that help give direction to your calls. Examples include, “Let’s move on now to Peter’s presentation…” or “I’m looking at our time, and I’m seeing that we have 15 minutes remaining. Let’s move to questions.” We all use verbal signposts without labeling them as such, and what Carla and Copie have discovered is that writing down a few of these can be very helpful when you’re managing a call.
What if a colleague is presenting and goes on too long? Write a few verbal signposts for yourself and have them on standby. Examples include: “Joe, let me jump in here and direct everyone’s attention to_____.” or “Sue, I want to interrupt and ask our listeners their thoughts.” In your pre-meeting preparation call, make sure to tell your colleagues that you’ll be watching their backs by jumping in to keep everyone on track.
Tip #3: Follow a meeting structure
A meeting structure is even more important now than it has been in the past. Some clients are literally overwhelmed with calls and emails in the new normal, and they’re busier than ever before. We’ve emphasized this in previous articles: your management is crucial to the call’s success.
Start with a relationship-building statement, then:
- Make the introductions
- Do a time check
- Lay out the ground rules, such as asking listeners to mute themselves when not speaking, and raising their hands or chatting privately if they want to jump in
- State your objective, goal and message
- Use a dialogue opener
- Reflect what your client says
- If appropriate, go over the agenda*
- Summarize
- Go over next steps
- Follow up! This is actually a post-meeting step and its nature depends on your relationship with the people on the call. Carla and Copie always write a follow-up email within 24 hours of the meeting. Carla will also often follow up with a request for feedback from her clients, particularly if the meeting has included a presentation.
* A word about agendas: they’re very important, and we believe that you should always have an agenda written out at least for your guidance. However, try not to become too attached to your agenda, since being agenda-attached can lead you to be less open to others’ input. By the same token, having no agenda will undoubtedly lead to a disorganized call. Also note that the difference between an agenda and a meeting structure is this: an agenda is usually explicit and shared, perhaps in advance. A meeting structure is about managing the meeting interaction.
Tip #4: Remember the dialogue opener
Just make sure that your opener has the three components: Preparation, Invitation and Benefit to the other person of speaking first. Here’s a sample dialogue opener for conference or video calls: “I’ve been preparing for this meeting and I have the documents that I sent you in front of me...before I begin, I’d like to hear your priorities for this meeting, so that we make sure to address what’s most important for you.” Make this opener your own--even though it’s highly structured, you can easily put it in your own words.
Listen actively after your opener: most importantly, make sure that you reflect what your client says--don’t just say, “GOOD,” and then move on rapidly to your own agenda. We’re publishing a webcast and article specifically about this next week.
Tip #5: Make sure that everyone understands what the post-meeting next steps are
There’s nothing quite as frustrating as leaving a meeting confused about what it is that you’ve agreed upon or what it is you’re expected to do after the meeting. When you close (see the next tip) make sure that you assign action steps or let your listeners articulate and commit to their own actions (whichever is most appropriate, depending upon your relationship with the others on the call).
Tip #6: Close the meeting for maximum impact--start 5 minutes before the agreed upon call termination
Summarize, go over next steps, and arrange for a follow up.
We like to set a timer to ping us five minutes before the video or phone call is scheduled to end.
We recommend that you start with a summary. It’s crucial to summarize what has been discussed, debated and determined in a call.
After your summary, volunteer your understanding of next steps. We find that when we volunteer our own next steps, others in the call will add theirs. If you’re the manager of the call participants, then it might be most relevant for you to assign next steps.
We also believe that it’s crucial to have a follow up of some sort. Copie will often state to her clients that she will follow up with an email detailing the important points covered in the call. Carla will often email or call her client immediately after a large group call to schedule a call asking for her client’s feedback.
Summary: It’s crucial to structure your phone or video meetings and to manage the meeting interaction. If you’re in charge of the meeting, our words to you are “TAKE CHARGE.” You’re the master of ceremonies of your calls, and you’re responsible for their success. Having a meeting structure is crucial, and it’s different from an agenda. The meeting structure here will help you to manage the call timing and interaction so that everyone walks away from the meeting feeling that it was a productive and valuable use of their time.
Download our "10 Steps for an Ideal Meeting Structure" for free.
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