The document outlines five keys for conducting effective virtual team meetings, emphasizing the importance of having a clear agenda, inviting the right participants, and ensuring everyone contributes. It also highlights the need for verbal cues and visual aids, such as screen sharing, to enhance communication in the absence of physical cues. Additionally, it advises on managing meeting times across time zones and recognizing when in-person meetings may be necessary.

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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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