By now you’ve probably had several on-line video meetings and have a few scheduled for next week. Some people love to meet this way- they miss faces, co-workers, clients, body language in this time of social-distancing. Some people hate it- they don’t like how they look on video, equipment or Internet may be spotty and frustrating, their home office is a closet. And I think we can all agree- sometimes there are awkward moments.
Zooming, setting a GoToMeeting, doing a WebEx, Facetiming -whatever you want to call it-isn’t going anywhere anytime soon. Your clients, donors, vendors now know how to use the tech and are going to make it an option for meetings. Here are a few ways you can embrace it or at least make it tolerable for yourself.
1. Download the software to your devices.
With Zoom, WebEx and GoTo Meeting, you can join and start meetings from a browser. This may be attractive for time and space on your devices, but download it anyway, if you haven’t already. You’ll have access to more features and it’ll be easier to join and host meetings.
2. Do it before the meeting.
Like hours or MULTIPLE days before the meeting.
3. Log in a few minutes early.
Don’t push the sched just because you don’t have to commute to the meeting. Click the link and wait for the host to admit you or start the meeting.
Hosting? Start the meeting 15 minutes early. Test your audio, video, light sources, background noise and you’ll have time to make adjustments.
4. Wear what you normally would to a regular in-person meeting. Yes, even real pants.
I suspect I’ll hear a lot of disagreement on this and I’ve seen a lot of normally cazh people really dial it back in the last 3 weeks. Dressing as you normally would says “I’ve prepared for this meeting” and that you respect your fellow attendees. Think about showing up for the job interview in a suit vs. jeans and a promotional 5k t-shirt.
Pants? Really?
Yes, really. What if you have to get up to close a door? Quiet your barking dog? Refill water during a (non-CoVid-19 induced!) coughing fit? If you want people to see your Darth Vader jammies, have at it. Otherwise, pants.
5. Brush your teeth.
While you don’t have to worry about your QuaranGarlic breath during your WebEx meeting, you DO have to worry about the poppy seed bagel you ate for breakfast.
6. Hosting? Set an agenda.
This is just like any other PRODUCTIVE meeting you would normally have. Set an agenda and an intended outcome. Send this to your attendees ahead of time so they can be prepared to respond to items. If it’s an impromptu meeting, use the chat feature at the beginning of the meeting to send your agenda and goals. You can also share your screen for a few minutes so your attendees can absorb agenda items.
Not hosting and there’s no agenda? Ask the host to quickly verbalize the agenda and goals at the beginning of the meeting.
7. Hosting? Set ground rules.
People like to know the lay of the land. Ask attendees to mute when they are not talking to reduce background noise. If you are taking a vote, tell people how to submit it (by roll call, visual nod, hand raise, chat in answer, etc). Video can be a great tool, but if it’s not required or crucial to the meeting, say as much. This can reduce a lot of anxiety for people who don’t love video meetings Do require audio via the attendee device or by calling in. Think about guidelines that will make discussion and communication easier, then share them with your group.
What are your favorite and unconventional tips for a top-notch virtual meeting? Mention them in the comments below!
