Sick of unproductive Online meetings?. Here are the tips to fix them!

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Sick of unproductive Online meetings?. Here are the tips to fix them!

Read this article to learn how to have effective and productive online meetings with your virtual teams by following a few simple applicable suggestions.

If you ask me I'll consider business meetings to be "moments of truth," in which vital decisions are made that determine the future of the company. Some attendees believe that being conscious at meetings is the host's responsibility; nevertheless, as it is a business meeting, both the host and attendees should be equally mindful, as attendees' opinions play a significant role in influencing the decision. So dear attendees, consider it as your tip.

Business meetings used to be held face-to-face, with all essential attendees present, such as clients, vendors, and internal personnel. Subsequently, a few tools were developed to help them have more productive business meetings. Attendees who were far away from the hosting location began attending meetings using video conferencing tools especially, in pandemics such as Troop Messenger, GoTo Meeting, etc., which saved them time and money.

"Communication is important to a company's success," I'm sure you've heard. As a result, regardless of whether or not the guests are business owners, the presenter must be confident in his/ her ability to transmit the message to them. Make a checklist of the essential aspects of having a good business meeting.

Here are some of the tips that will help you conduct effective business meetings with your virtual teams.

Tools/ Softwares

If the meeting is held online, keep in mind that the meeting's environment is mostly determined by the internet, hardware/software, and video conferencing tools you use, not by your abilities alone.

Yes, the tools you use to run the meeting are crucial. Consider how awful it would be at a meeting if you had to continuously repeat the same words or sentences while making a vital decision due to a lousy tool. You can adjust if the meeting is with your team, but what if the meeting is with clients or powerful people? So, instead of adjusting with inept tools, employ the collaboration tool or software to conduct your online meeting.

Invite Appropriate Members

If the meeting is held online, keep in mind that the meeting's environment is mostly determined by the internet, hardware/software, and video conferencing tools you use, not by your abilities alone.

Yes, the tools you use to run the meeting are crucial. Consider how awful it would be at a meeting if you had to continuously repeat the same words or sentences while making a vital decision due to a lousy tool. You can adjust if the meeting is with your team, but what if the meeting is with clients or powerful people? So, instead of adjusting with inept tools, employ the collaboration tool or software to conduct your online meeting.

Invite Appropriate Members

Unless it's necessary, don't overcrowd your meeting with irrelevant people. As a result, prepare a list of crucial participants, invite them, and try to hold the meeting at a mutually agreed-upon time so that no one is forced to postpone their high-priority tasks. If other teams are required to participate, invite-only the Managers and Team Leaders and have a separate meeting for their teams. Rather than wasting time on overcrowding, which leads to messed-up meetings, it's better to spend your time on multiple meetings.

Send a meeting invitation and agenda to each prospective member in advance so that they may prepare for the meeting.

Know your Agenda

Know why you're holding the meeting, and make sure it's worth everyone's time. Rather than holding a meeting for each purpose, add the linked topics to the agenda to discuss them all together. You will not be able to complete your meeting objectives if you stray off subject. So, to make the most of your time, choose the appropriate time for each topic.

Create Ground Rules

Create some ground rules to ensure that the online meeting is as interesting as possible.

  • Change your backdrop to a professional image so that it does not distract other members.
  • Because this is an online meeting, urge attendees to raise their hands when they have something to say, and conduct a poll when you need replies; this technique will prevent overlaps.
  • Make a note of the introverts on your list and try to engage them by asking for their thoughts.
  • Include some entertaining activities to keep participants from becoming bored.
  • Break periods should be planned ahead of time and adhered to.

Establish Positive Atmosphere

One of the most important aspects of running a successful online meeting is to create a positive atmosphere. Even if you have a reason to be upset, don't show it; instead, be courteous and professional throughout the meeting. If you have something to complain about, change your language and disclose it cordially.

Righteous Host

Since you're the host and the meeting is being held, this does not imply that everyone must understand your point of view or abide by your opinions. Treat any member who presents an opinion or raises an objection as a constructive debate rather than an argument; don't look into it from a biased point of view. Encourage teamwork and openness to fresh ideas.

Minutes of Meeting

Assign someone to take notes; it's vital to have a record of the meeting's takeaways in addition to the notes. Make a list of any important talks, ideas or points of view, unanswered questions, and next steps. And, after the day, send an email thanking every member for attending, along with attachments of the meeting record and minutes of the meeting for future reference.

Wrapping Up

I believe the suggestions above will help you have more productive meetings. And I hope you've understood that having a productive meeting isn't a myth any longer.