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Why Virtual Meetings Matter to Project Managers
- 1. Why Virtual Meetings Matter for Wayne Turmel Project Managers PMI Central Illinois 9/6/2014 Wayne Turmel
- 2. Our Time Together • Why we think meetings stink- and why it matters • 5 Tools to make your virtual meetings more interactive and productive • What a real agenda looks like
- 3. Why Do They Stink?
- 4. The Same Reason “Real” Meetings Stink • Too long • No participation • Get off track • Waste time • Technology problems
- 5. Why Remote Meetings Are Different Leadership Management Right tool for the right job Using the Technology
- 6. Complicating Factors • Can’t make eye contact • Can’t control their environment • Less participation • Technology distractions
- 7. 5 Tools That Help 1. Permissions 2. White boards 3. Chat/interaction tools 4. Webcams 5. A real honest-to-goodness agenda
- 8. Permissions
- 9. Whiteboards • Multiple users • Save • Pre-load • Reuse • Call on people
- 10. Chat and Interaction • Don’t allow chat, expect it • Open audio where practical • Give people time • ESL/ Introverts can contribute
- 11. Webcams • Builds relationships • Encourages interaction • More effective for brainstorming and feedback • Use where it adds, not when it distracts
- 12. Do You Always Send an Agenda?
- 13. A real agenda • Logistics – Date – Time – Length – As much prep as you can give • Purpose of the meeting • Desired outcome • Expectations • Any prework or assigned documents (with how to find them) copyright 2014 GreatWebMeetings.com
- 14. Free Whitepaper Twitter @greatwebmeeting Google + GreatWebMeetings.com Get me your card
- 15. Questions? Special PMI rate Normally $20 $15 cash, charge, PayPal PMI members save over 10% on training workshops
- 16. 10% off for PMI Members • Open enrollment workshops • Corporate classes – Web Presentation Basics – How to Create and Manage Remote Teams – Leading Effective Virtual Meetings – Lync (or WebEx) For Leaders – Remote Leadership Certification Series
- 17. Thank You
Editor's Notes
- Let’s take a look at what a real agenda looks like and how it can help your team meetings. Logistics: Most people do this pretty well. It’s the what, when why etc. Stress the need to put a link in there to automatically load it into calendars/Outlook etc. The last bullet- as much prep as they can get- is all about having people be prepared. If there is reading to do, if they need to put their thoughts together, or speak about their work/team/project it’s best to play fair and give them plenty of notice. This, by the way, means an agenda doesn’t show up 10 minutes before the meeting or whenever you can dash one off. Purpose of the meeting. Can you finish this sentence: When the meeting is over we will……. Not only does the meeting leader need to know this, but if participants know this in advance, they can come in the right frame of mind. If it’s a brainstorming session, they’ll be prepared (or at least you can hold them accountable for not being prepared) to participate fully. Desired Outcome—this is how people will know if the meeting has been successful. When meetings have a purpose and meet those purposes, people feel better about attending and don’t consider them such a waste of time. Expectations—this is what’s expected of the audience. Do you want them to be prepared to discuss the budget? Do you want their input to solve a problem? Do you want to hear a short summary of their team’s activity? By giving them notice, you not only tend to get what you ask for, but people can be held accountable. They might not be prepared for ths meeting, but odds are good they WILL be for the next one. Things like this are how you create a culture of productive meetings instead of developing bad habits Any prework or assigned documents—how can people comment, think about, or help prepare to work on something they got in an email 5 minutes before the meeting starts?? Along with the agenda, you should include links on where to find the document on the shared file/sharepoint/ or drive sites. Stop sending attachments in email…they get lost, deleted and you spend all your time re-sending them. (You can also use file transfer during your meeting if your team has this feature). Ask for thoughts/comments/questions. NOW after all this, let me ask you again….how many of you send out good agendas before EVERY meeting?