Working remote? 5 tips for productive video meetings.
In a cross-industry survey by Harvard Business Review, 71% of managers said that video meetings were, more often than not, “unproductive and inefficient.”
Source: Harvard Business Review
2020 has been the banner year for fuelling an unannounced digital revolution. One of the by-products of this transformation is video conferencing — the de-facto standard for remote working. As companies adapt, they also wonder: how to make video meetings more productive and efficient?
Why it matters: Well structured meetings enable businesses to prioritise and allocate tasks more efficiently. The process can help with a logical alignment of daily tasks where every attendee is clear on their contribution.
A conduit for change: 5 tips for productive video meetings
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Preset agenda is half the battle won
Sending out the agenda ahead of time helps the attendees be prepared to navigate the expectations and ready to participate. This eliminates the chances of a participant being put on the spot without knowledge of the discussion at hand. When looking to schedule a meeting, ensure the participants’ availability so they are more likely to remain focused and share their ideas. Also, get it on the calendar the right amount of time in advance. - Invite people who are in for a penny & a pound
More doesn’t always mean merrier. Before you click “add more participants”, consider discretion. Steer clear from inviting people who’d not be able to add any value to the meeting. Unnecessary attendees may breed distractions and inefficiencies. If you have important updates for the larger group, send out minutes of the meeting over email. - Why beat around the bush?
Pre decide who’d lead the meeting. In most cases, it’s organically the person who calls the meeting. However, it may also be the participant with the deepest knowledge of the agenda. This would eliminate the meeting from being taken over by multiple participants. Fewer the people driving the conversation, the lesser the chances of your message getting lost in translation. - Keep it short and sweet
The longer your meeting runs, the less engaged your participants will be. Break the agenda into bite sized chunks and set small milestones in between. If you have a multilayered agenda that deems fit for a prolonged meeting, be sure to include breaks. - A watched pot never boils
The loop needs to be closed or else your discussion remains open ended. Define the responsibilities and action points for individual participants in a nutshell. Let them absorb the content of the discussion and what needs to be done to achieve the desired outcomes. Agree on a scheduled follow up.
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