Knowledge Zone

How can you improve your digital meetings?

Posted on in Lifestyle Advice

The world of meetings has completely changed and we are all getting used to our new virtual way of working. Talking to colleagues through a screen is now the new norm for many people, but how can you improve your digital meetings? How can you engage the whole team? And how can you get the most out of your digital meetings? We’ve got you covered with our top five tips to improve your virtual experience.

First of all, is the digital meeting necessary? 

Meeting overload is already a problem in many businesses, and it is likely to be intensified in the current work-from-home environment. If colleagues are constantly on video calls, they can become disengaged. To improve your digital meetings you need to cut back on the number of meetings you are holding per week. Ask yourself: Can this be covered in an email? Does this need to be a group call? Can this be covered in another meeting?

Set an agenda for your digital meeting

Do not arrange a call with no set agenda, this will waste time and colleagues will easily lose focus as the meeting will become unnecessarily prolonged. An effective digital meeting starts with a meeting agenda. Here are 5 agenda items to guide the discussion:

  1. Updates
  2. Metrics
  3. Priorities
  4. Roadblocks
  5. Action Items

Read more on how to create a great meeting agenda here.

Don’t invite unnecessary attendees

Increase colleague engagement by reducing the number of attendees. If you want colleagues to actively participate in the meeting, try to keep it below six attendees. This reduces time lags, people talking over one another, and anxiety created by a larger meeting.

Foster Engagement

Whether you have a daily check-in or a weekly check-in with your team, try to get all colleagues involved by asking everyone to answer a question or take part in an activity. Activity idea: Ask colleagues to send you a picture of their home workspace and everyone needs to guess who’s setup it is. Another great idea to improve engagement within a digital meeting is to rotate who leads the call. This encourages leadership, increases responsibility, and makes colleagues feel more valued within the team.

Create digital meeting norms

Digital meeting norms refer to processes and communication practices. Decide whether the company norm is to always be on video or if audio-only is acceptable. Does your meeting norm involve an organised agenda to ensure each person has a chance to be included? Should the mute button be on when not talking? Setting company or team meeting norms will prevent uncertainty and colleagues will know what to expect and what is expected of them. 

Read more tips about working from home here.

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