Not long ago at all, virtual meetings were an option but not the rule. But throw in a pandemic, and suddenly they are a staple. So what are the fundamentals of making them worthwhile?
“Having effective virtual meetings is now more important than ever before,” writes Edward Dressel in the RetireReady Blog. He argues that following some basic approaches at the center of effective communication will help make a virtual meeting not only successful but also stand out from competitors who are not as focused and well prepared.
Dressel suggests seven steps that will help in holding an effective virtual meeting.
1. Prepare. Always prepare, no matter how many times one has made the same presentation about the same material, Dressel says. He adds that one should review the material in order to identify: (1) what will connect with the audience; (2) how to discuss those topics; and (3) how to best serve the audience. “Careful preparation will keep you sharp, no matter how many times you’ve presented the information. And it will help you better serve your customers, too,” he says.
2. State the meeting goal. Doing so, argues Dressel will help with: (1) content development; (2) staying focused during the meeting; and (3) communicating to attendees why they are there and what they can expect to gain from attendance.
3. Know the technology you’re using. Knowing how to use technology allows one to focus on content and the reason for the meeting, rather than logistics.
4. Be visible. Dressel argues that using a webcam helps in developing a personal connection with an audience. In doing so, he suggests:
- The webcam should be at eye level.
- Look directly into the lens.
- If using a laptop, consider having an external webcam that provides higher-quality video and can be adjusted for height.
- Beware of the background; clutter can distract the audience.
5. Use small talk. Encourage small talk with the group before and after the meeting to create familiarity, facilitate informal conversation and make oneself seem more approachable.
6. Request (and use) feedback. Feedback, says Dressel, “is key to helping you understand how others see you.” One should use it to try to understand what the audience was looking for in the meeting, and to gather suggestions.
7. Always seek to do better. “Never feel as if you have no room for further improvement,” cautions Dressel. He suggests that after a meeting one think about what went well and what could be done better. “Always striving to do better allows us to continue growing in our experience,” Dressel says.
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