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9 June, 2021

Productive Online Meetings

With the situation of the Pandemic, remote work and online meetings have become more than a fantasy, a reality.

Many old companies have changed their way of operating and technology areas, which for some time had been asking for changes in their work methodology, have taken on an essential role, since it is necessary to guarantee the operation of companies, even with people from the houses. Clearly, this situation was a challenge for multiple companies, since it is imposing new work cultures and make us question how to measure employee productivity.

One of the drawbacks in companies at the beginning of the pandemic was the meetings that are unproductive in approximately 40% of the times it takes, since the meeting leader is extended at the time of speak and do no make decisions.

At the time of implementing the home office, these meetings can be extended for hours, and in the same way, they continuos unproductive. This is why we want to show the advantages of online meetings and certain tips to make meetings productive.

Advantages of online meetings

ADVANTAGES OF ONLINE MEETINGS

  • It can be recorded: This function is useful not only as a testimony of the existence of the meeting, but also to keep track of the topics discussed and the decisions made.
  • Share documents and correct them as a group on the spot: This is vital value since information is accessed in real-time.
  • More fluid agendas: The invitation that the online format gives is not to waste time and go to the matter directly and establish agreements.
  • Speech control: With this you can avoid interruptions when speaking as it allows you to mute microphones and even the video of each participant.

TIPS FOR MAKING PRODUCTIVE ONLINE MEETINGS

Tips to improve your online meetings


1. PREPARE THE TOPIC
It is important to know what topics will be addressed in the meeting in order to prepare the supports for each topic. It is important to have a chat at the meeting to collect concerns from others and to be able to deal with them during the meeting.

2. SEND INVITATIONS
This allows each member to organize their virtual agenda or calendar, it is common to see that these types of invitations include the code and the direct link to access the meeting.

3. PHYSICAL ENVIRONMENT
There is nothing more uncomfortable than having background noises, it is important to avoid this type of distraction, things like having music at high volume or any other noise that can disperse and even negatively affect the participants.

4. SILENCED CELL PHONES
In these cases it is common to have it on hand in an emergency, however, it is suggested that it be in silent or vibrating mode, to avoid discomfort during the meeting.

5. SUITABLE PLATFORMS
Platforms such as Zoom, Microsoft Teams, Hangouts, or skype are recommended since these are characterized by their stability, flexibility, practicality, and by having several presentations.

6. PREPARE PEOPLE
It is important that the participants know in advantage the duration and time of the meeting and the main topics to be discussed, in this way, you make sure that people are willing to participate.

7. COMPLY WITH THE ESTABLISHED SCHEDULE
It is suggested that the leader of the meeting try to establish times for each topic, in order to meet the established schedule.

8. DETERMINE THE LEADER OF THE MEETING
The meeting leader may be the team leader or may be a rotating role depending on the issue at hand.

9. CONFIDENTIALITY
Both in face-to-face and virtual meetings, there are aspects of confidentiality, it is important that in this matter the technology area guarantees aspects of data security and suggests the best technologies.

10. ILUSTRATE IDEAS
It is recommended that the meeting be entertaining, rich, and dynamic. This can be achieved through visual, auditory, and kinesthetic manifestations. It is essential to make sure that your message reaches each participant for them you can ask questions such as How are we going here? Has point X been clear for the whole team? Encourage them to participate and ask questions, the important thing is to make a meeting clear and concise.

11. SHOW DOCUMENTS
Remember to have the documents or links to show in view and do not forget to practice the screen sharing function. This will allow you to have a meeting with the minimum of error.

12. TAKE NOTES
Although the meeting is recorded, it is suggested to take notes and make a minute of the topics discussed, the decisions taken and those responsible. This way you will have a better follow-up. It is advisable to have these notes on a shared system, be it the corporate server, Dropbox, Drive, among others.

If you want us to accompany you in this process of change, in Alpes Solutions you will find a group of professionals always ready to help, do not hesitate to contact us.

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