Five Keys to More Effective Virtual Team Meetings


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Keys to making meetings between virtual teams more effective, taking into consideration the challenges of time zones, cultural differences, and more.

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Five Keys to More Effective Virtual Team Meetings

  1. 1. FIVE KEYS TO MORE EFFECTIVE VIRTUAL TEAM MEETINGS Michael Sampson The Michael Sampson Company 1 2 3 4 5
  2. 2. The Basics of Great Meetings Still Apply <ul><li>Have an agenda (and let people see it – and contribute to it – in advance of the meeting) </li></ul><ul><li>Invite the right people </li></ul><ul><li>Use together time to debate / argue differences, not to share information </li></ul><ul><li>Get everyone involved and contributing (a moderator can greatly help with this) </li></ul><ul><li>Know who leaves with the monkey (next actions that is, not the boss!) </li></ul>1
  3. 3. Replace Visual Cues <ul><li>Others can’t see you nodding in agreement or shaking your head in disagreement </li></ul><ul><li>They also can’t hear (or see) side conversations </li></ul><ul><li>All of cues of in-person meetings are lost ... </li></ul><ul><li>You have to get them back somehow: </li></ul><ul><ul><li>Verbalize your agreement or disagreement </li></ul></ul><ul><ul><li>State that you are going to have a side conversation </li></ul></ul>2
  4. 4. Share the Bad Times <ul><li>Many virtual team meetings cross time zones </li></ul><ul><ul><li>And sometimes many time zones! </li></ul></ul><ul><li>Don’t make one person always take the bad time </li></ul><ul><li>But sometimes that’s not possible (in which case, be understanding if they come in late the next day!) </li></ul>3
  5. 5. Use Screen Sharing to Share Notes <ul><li>Type up or mindmap meeting notes and ideas during the meeting </li></ul><ul><ul><li>Use screen sharing with all participants </li></ul></ul><ul><li>Provides a common visual reference point </li></ul><ul><li>Helps everyone “see” what is being said </li></ul><ul><ul><li>... and helps them remember what was said </li></ul></ul><ul><li>Facilitates further discussion </li></ul><ul><li>Helps avoid mis-hearing </li></ul><ul><ul><li>Especially helpful in cross-cultural meetings! </li></ul></ul>4
  6. 6. Avoid Bad Fitting Virtual Meetings <ul><li>Multi-hour virtual meetings are hard </li></ul><ul><ul><li>Time zones overlaps, intense mental focus </li></ul></ul><ul><li>Some topics are hard to deal with </li></ul><ul><ul><li>Issues that are contentious </li></ul></ul><ul><ul><li>Issues that have major impacts on people </li></ul></ul><ul><li>Some people are hard to deal with </li></ul><ul><ul><li>Because you don’t trust them, or vice versa </li></ul></ul><ul><li>Sometimes you’ve got to meet in-person </li></ul>5
  7. 7. The Michael Sampson Company <ul><li>Improving the capability of teams that can’t be together, to work together </li></ul><ul><ul><li>Decision Strategy: Business Drivers for Collaboration </li></ul></ul><ul><ul><li>Technology Strategy: Product Analysis and Selection </li></ul></ul><ul><ul><li>Maximization Strategy: Maximizing Outcomes </li></ul></ul><ul><ul><li>Trends Update Strategy: Industry Changes </li></ul></ul><ul><li> </li></ul>