How to increase the efficiency of virtual business meetings?
The advent of health crisis has drastically changed the work culture for brands across the globe. The traditional well-structured boardroom meetings are now replaced by chaotic virtual meetings. To top it off, constant delays, technical issues, low productivity and lack of result-driven meetings have adversely impacted the business operations of various brands.
While there seems to be no end to this health crisis, the only way out is to develop an efficient virtual business meeting framework. Such an efficient virtual meeting framework will not just pace up your business operations but rather it will also help you to optimize on the resources.
Having said that, let’s have a look at some strategies to foster an efficient virtual business meeting work culture.
Setting Virtual Meeting Agenda: Instead of wasting time on pointless interactions, it’s always better to have a well-set business meeting agenda. A well-defined meeting agenda helps employees to figure out the main objective of the meeting. With a clear objective, it becomes relatively easy to avoid aimless discussions in virtual meetings.
Takeaway: Before your virtual business meeting, share a meeting agenda with your employees to increase a business meeting productivity.
Virtual Meeting Duration: Unlike traditional boardroom meetings, you cannot have a closed and distraction-free set-up in virtual meetings. The difference in the set-up is bound to hamper the attention span of meeting attendees. Hence, ensure that your virtual business meetings are short and to the point.
Takeaway: Focus on organizing virtual meetings of about 15-30 minutes rather than opting for hour-long time-consuming meetings.
Meeting Structure: Structured virtual business meetings are directly proportional to the level of your work efficiency. Thus, before you organize a virtual meeting, plan out some aspects like meeting goals, the meeting flow, key pointers to discuss and time allocations for each task. This structured framework will ensure that all the important issues are being analyzed and discussed.
Takeaway: Organizing a well structured virtual meeting will help your brand to speed up the decision-making processes.
Virtual Software Usage Training: An organization consists of employees from diverse age groups. At such times, every employee may not be techno-savvy. Therefore, it becomes imperative for an organization to support these employees by guiding them on online meeting software usage. Perhaps, you can assign this task to the IT department of your organization.
Takeaway: Train your employees in virtual business meeting software usage to save your business meetings from aimless co-ordination and confusion.
Likewise, there are many other tricks like smart time management and use of technology-driven resources for improving efficiency. However, one thing that you need to incorporate in your virtual meetings is discipline.
Be strict and professional when it comes to dealing with lazy or inefficient employees in virtual meetings. If possible, try to limit the number of participants in your virtual meeting. In case if you have many participants, then you can break them in small groups to avoid the confusion.
Thus, by practicing these tricks, we are sure soon you will start noticing the positive change of increased efficiency in your virtual business meetings.