Hosting a virtual meeting while working from home is becoming increasingly commonplace and popular among companies that hire remote workers and contractors regularly. Whether you are trying a virtual meeting setting for the very first time or if you are simply looking for ways to improve efficiency and increase productivity with your next virtual meeting, there are a few tips to keep in mind at all times.
Knowledge is Power
One of the first steps to ensure that your virtual meetings go as smoothly as possible is to familiarize your attendees with the software or technology they are using to meet with you virtually. Sending a visual aid, a video tutorial, or even a written manual to each of your attendees and employees is highly advisable before attempting to host a virtual meeting, especially if your employees are not as familiar with using today’s technology and software to communicate with one another.
As virtual meetings differ greatly from traditional in-person meetings and conferences, it is important to remember that all of your attendees should feel included in your virtual meeting. Inclusivity with any virtual meeting can help with increasing productivity while also increasing the amount of engagement and participation you receive from those who are working for you or are also on your team, even if they are shy or new to attending virtual meetings for work.
Encourage Engagement and Participation
Encourage engagement and participation from your employees and staff members by asking them to offer up virtual tours of their homes or offices. Sharing stories, anecdotal experiences, and even interesting tidbits about their own time at home can help with breaking the ice and allowing them to feel more comfortable with the virtual meetings you host.
Use Introductions and Icebreakers
Because virtual meeting spaces are new to many individuals who are currently at home or working remotely, it is best to include introductions and icebreakers into the mix. These will help everyone who is attending to feel at ease, welcomed, and ultimately,y more comfortable with the situation at hand.
If you are unsure of what type of introductions, icebreakers, and other activities you should use with your group of employees or specific team members, ask them directly prior to the virtual meeting itself. Asking for input and ideas from other staff members and employees can provide you with valuable insight and guidance when planning the itinerary of any virtual meeting you intend to host.
Keep it Short, Simple, and to the Point
Consider the length of traditional in-person meetings and how often they are stopped by interruptions, casual conversation, jokes, and off-topic conversations. Keeping a virtual meeting short, simple, and to the point is always recommended whenever you are attempting to increase productivity and overall efficiency with employees who are working remotely or outside of the office.
Avoid dragging virtual meetings on for hours at a time, as this will significantly cut into the time your employees have to spend on current tasks and projects that are work-related.
When you feel comfortable and familiar with the prospect of hosting a virtual meeting, you can do so while remaining confident and sticking to any goals and outlines you have in mind. Hosting a virtual meeting does not have to feel complicated, boring, or even overwhelming with proper planning and a better understanding of how to communicate ideas between your employees and other members of your team.