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TMA World: A Guide to Leading Virtual Meetings
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TMA World: A Guide to Leading Virtual Meetings

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Virtual meetings are an essential form of communication in the borderless workplace. However, poor discipline, such as an unclear purpose or structure, can make these interactions frustrating and a ...

Virtual meetings are an essential form of communication in the borderless workplace. However, poor discipline, such as an unclear purpose or structure, can make these interactions frustrating and a poor use of time.

This TMA World presentation offers advice, which will ensure that running an effective meeting becomes second nature.

For more information and advice on how you and your organization can thrive in the borderless workplace, contact us today: enquiries@tmaworld.com

Or, visit our website: www.tmaworld.com

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TMA World: A Guide to Leading Virtual Meetings TMA World: A Guide to Leading Virtual Meetings Presentation Transcript

  • Leading Virtual MeetingsIncrease productivity with successful meetings
  • © Transnational Management Associates Ltd. All Rights Reserved.2Virtual meetings can become difficult due to feelings of isolation,fragmentation and confusion caused by physical and sometimescultural distance.
  • © Transnational Management Associates Ltd. All Rights Reserved.3To counter this, a sense of engagement, cohesion and clarity must becreated between the individuals attending the meeting.
  • © Transnational Management Associates Ltd. All Rights Reserved.41Leading Virtual MeetingsPlanning2 Leading3 Following up4 ImprovingAn effective virtual meeting is a process, not an event, withfour key stages:
  • © Transnational Management Associates Ltd. All Rights Reserved.5Leading Virtual MeetingsAn agenda is crucial, as it setsexpectations, creates structure andensures clarity.The agenda should be up and availablethroughout the meeting.1 PlanningUnderstanding the objectivesof a meeting is crucial to itssuccess e.g. sharinginformation, decision making,evaluating options andgenerating ideas.Objectives
  • © Transnational Management Associates Ltd. All Rights Reserved.6Leading Virtual MeetingsAny documents that will be referred toduring the meeting should be circulated inadvance, to allow time for necessaryreading and printing, each participantshould have these to hand during themeeting.1 PlanningUnderstanding the objectivesof a meeting is crucial to itssuccess e.g. sharinginformation, decision making,evaluating options andgenerating ideas.Objectives
  • © Transnational Management Associates Ltd. All Rights Reserved.7Leading Virtual MeetingsDifferent tools can be used within a virtualmeeting to help achieve differentobjectives, for instance an online chatfunction can be used to share insights,give opinions and provide feedback,polling can be used to facilitate decisionmaking and test knowledge, whereasscreen sharing can provide a commonreference point.1 PlanningUnderstanding the objectivesof a meeting is crucial to itssuccess e.g. sharinginformation, decision making,evaluating options andgenerating ideas.Objectives
  • © Transnational Management Associates Ltd. All Rights Reserved.8Leading Virtual MeetingsTool choices should be kept as simple aspossible and new technology should onlybe introduced when absolutely necessary.1 PlanningUnderstanding the objectivesof a meeting is crucial to itssuccess e.g. sharinginformation, decision making,evaluating options andgenerating ideas.Objectives
  • © Transnational Management Associates Ltd. All Rights Reserved.9Leading Virtual MeetingsPlanning (continued)Roles and ResponsibilitiesPre-assign roles and rotate them regularly. Suggested roles include:Leader FacilitatorKnowledgeManagerGatekeeper TechnologistSets directionandconsolidatescontent,drawsconclusionsEnsureseveryone hasan equalopportunity tospeakKeeps notesanddistributesthemafterwardsOpens theway to thosethat haven’tparticipatedmuchEnsureseverything isworkingcorrectly andthat all haveaccess
  • © Transnational Management Associates Ltd. All Rights Reserved.10Leading Virtual MeetingsSuch behaviors include: Acknowledging people’s contributions Asking open questions Asking for different points of view Asking for more and probingcomments and questions Paraphrasing to check everyone’sunderstanding Chunking information for the virtualworld Using supportive language2 LeadingFacilitating effectivecommunication requires acomplex set of behaviours,skills and techniques thataccommodate different stylesFacilitation
  • © Transnational Management Associates Ltd. All Rights Reserved.11Leading Virtual MeetingsVirtual meetings should be much more ofa conversation, with questions askedthroughout – you must be flexible in howyou respond.In a typical face to face meeting, anagenda item generates discussion, in avirtual meeting an agenda item shouldgenerate a discussion, questions andcomments.2 LeadingFacilitating effectivecommunication requires acomplex set of behaviours,skills and techniques thataccommodate different stylesFacilitation
  • © Transnational Management Associates Ltd. All Rights Reserved.12Leading Virtual MeetingsParticipation can be created by engagingin discussion, rather than giving amonologue or presentation.Giving others keyboard and mouse controlwithin the meeting, posing questions,encouraging people to raise their handsand speak out and using video can all alsoimpact the level of interaction within ameeting.2 LeadingFacilitating effectivecommunication requires acomplex set of behaviours,skills and techniques thataccommodate different stylesFacilitation
  • © Transnational Management Associates Ltd. All Rights Reserved.13Leading Virtual MeetingsLeading (Continued)Other suggestions for encouraging individuals to effectivelyparticipate in a meeting include: Directly communicating with participants before the meeting, toconfirm their attendance, explain the objectives and offer to answerany questions Ensuring attendees care about the meeting by having an investmentin the outcomes/goals
  • © Transnational Management Associates Ltd. All Rights Reserved.14Leading Virtual MeetingsLeading (Continued)Other suggestions for encouraging individuals to effectivelyparticipate in a meeting include: Ensuring agenda items are essential: asking if there is an easier wayfor each one. Ensure everyone is on board with each agenda point Create a ‘backchannel’ – whether telecom or virtual tech – for teammembers to engage in communication to the facilitator and respondin a timely fashion.
  • © Transnational Management Associates Ltd. All Rights Reserved.15Leading Virtual MeetingsFollow up actions should include: Meeting minutes that depend on thenature of the meeting/meeting item.These could be a set of summarybullets, a series of actions or a link tomaterials Ensuring meeting declines canunderstand all important outcomes frommeeting minutes Ensuring actions, who is responsibleand deadlines are explicit3 Following upEfficiently following up themeeting will help to ensurethat the objectives of thecommunication are metActions
  • © Transnational Management Associates Ltd. All Rights Reserved.16Leading Virtual MeetingsFollow up actions should include: Ensuring your ground rules cover followup process: communicating, updating,document sharing Making all things accessible for othersto see Creating a flow outside of the meeting:follow up, ‘nudge’ interest from otherparticipants3 Following upEfficiently following up themeeting will help to ensurethat the objectives of thecommunication are metActions
  • © Transnational Management Associates Ltd. All Rights Reserved.17Leading Virtual Meetings Assessing what you feel went well andwhat you would do differently Asking participants what went well andwhat they would like in/from futuremeetings Creating a list of ‘new ideas’ and removeideas that don’t work4 ImprovingEnsure the process for your virtualmeetings continuously improve by:
  • © Transnational Management Associates Ltd. All Rights Reserved.18Leading Virtual Meetings Adding ‘occasional’ items to add interestand variety Speaking to others about what they doin their virtual meetings Looking to improve and continue theconversations outside of the meetingitself4 ImprovingEnsure the process for your virtualmeetings continuously improve by:
  • © Transnational Management Associates Ltd. All Rights Reserved.19Webinar Twitter Blog Viewpointsand articlesPublications Written by Terence Brake, Director of Learning& Innovation at TMA World.Our new Borderless Working e-book seriesAbout UsVisitwww.tmaworld.com/insightsto discover the latest thinkingfrom our experts on global,collaborative, cross-culturaland virtual working. Thereyou’ll find links to our:
  • © Transnational Management Associates Ltd. All Rights Reserved.20Above all we’d like to hear from youdirectly, so please don’t hesitate to sendany comments, questions or feedbackto us at: enquiries@tmaworld.comOr visit our website:www.tmaworld.comAbout UsVisitwww.tmaworld.com/insightsto discover the latestthinking from our expertson global, collaborative,cross-cultural and virtualworking.