FIVE KEYS TO MORE EFFECTIVE VIRTUAL TEAM MEETINGS Michael Sampson The Michael Sampson Company 1 2 3 4 5

The Basics of Great Meetings Still Apply Have an agenda (and let people see it – and contribute to it – in advance of the meeting) Invite the right people Use together time to debate / argue differences, not to share information Get everyone involved and contributing (a moderator can greatly help with this) Know who leaves with the monkey (next actions that is, not the boss!) 1

Have an agenda (and let people see it – and contribute to it – in advance of the meeting)

Invite the right people

Use together time to debate / argue differences, not to share information

Get everyone involved and contributing (a moderator can greatly help with this)

Know who leaves with the monkey (next actions that is, not the boss!)

Replace Visual Cues Others can’t see you nodding in agreement or shaking your head in disagreement They also can’t hear (or see) side conversations All of cues of in-person meetings are lost ... You have to get them back somehow: Verbalize your agreement or disagreement State that you are going to have a side conversation 2

Others can’t see you nodding in agreement or shaking your head in disagreement

They also can’t hear (or see) side conversations

All of cues of in-person meetings are lost ...

You have to get them back somehow:

Verbalize your agreement or disagreement

State that you are going to have a side conversation

Share the Bad Times Many virtual team meetings cross time zones And sometimes many time zones! Don’t make one person always take the bad time But sometimes that’s not possible (in which case, be understanding if they come in late the next day!) 3

Many virtual team meetings cross time zones

And sometimes many time zones!

Don’t make one person always take the bad time

But sometimes that’s not possible (in which case, be understanding if they come in late the next day!)

Use Screen Sharing to Share Notes Type up or mindmap meeting notes and ideas during the meeting Use screen sharing with all participants Provides a common visual reference point Helps everyone “see” what is being said ... and helps them remember what was said Facilitates further discussion Helps avoid mis-hearing Especially helpful in cross-cultural meetings! 4

Type up or mindmap meeting notes and ideas during the meeting

Use screen sharing with all participants

Provides a common visual reference point

Helps everyone “see” what is being said

... and helps them remember what was said

Facilitates further discussion

Helps avoid mis-hearing

Especially helpful in cross-cultural meetings!

Avoid Bad Fitting Virtual Meetings Multi-hour virtual meetings are hard Time zones overlaps, intense mental focus Some topics are hard to deal with Issues that are contentious Issues that have major impacts on people Some people are hard to deal with Because you don’t trust them, or vice versa Sometimes you’ve got to meet in-person 5

Multi-hour virtual meetings are hard

Time zones overlaps, intense mental focus

Some topics are hard to deal with

Issues that are contentious

Issues that have major impacts on people

Some people are hard to deal with

Because you don’t trust them, or vice versa

Sometimes you’ve got to meet in-person

The Michael Sampson Company Improving the capability of teams that can’t be together, to work together Decision Strategy: Business Drivers for Collaboration Technology Strategy: Product Analysis and Selection Maximization Strategy: Maximizing Outcomes Trends Update Strategy: Industry Changes michaelsampson.net

Improving the capability of teams that can’t be together, to work together

Decision Strategy: Business Drivers for Collaboration

Technology Strategy: Product Analysis and Selection

Maximization Strategy: Maximizing Outcomes

Trends Update Strategy: Industry Changes

michaelsampson.net