How To Handle Virtual Meetings
Leaders need help to cope in a virtual environment. It’s because they can’t see the employees in person. The real problem is that leaders must be effective listeners. They must know how to manage conversations where they can’t see the other party. The leaders must judge the personality of the person sitting on the other side of the camera while conducting virtual meetings.
Protocols For Conducting Virtual Meetings
Based on the personality of the employees, they must communicate with the employee. The following are some protocols for conducting such meetings:
Understanding The Personality Of The Person
The leader can judge the confidence of a person from their tone. They should know whether the person lacks confidence. Some people may be high on confidence, and have no questions. Others may want answers, so a leader has to be prepared to share these answers with them. Some people may also get impatient if they feel the answers are taking too long. Both introverts and extroverts take part in meetings. Introverted people may not ask many questions, but when they talk, it’s well-thought-out. On the other hand, extroverted people are more enthusiastic and are likely to speak more.
If the cameras are on, you can check a person’s expressions and see how to react. Someone might not be happy with your answer and have an angry expression on their face. The tone of a person’s voice can also indicate whether they are satisfied with your response. So, a leader can get an idea through the tone of someone’s voice on whether they agree.
Use Social Media
The leaders should know how to engage employees while conducting virtual meetings. It takes more work to do so. They can use social media, for instance updates could be in the form of long videos. Short content can be used to form reels. Micro-content can also be used. You should understand the circumstances where each type of content would be beast used to keep the learner interested in the meeting. You can ask someone with expertise in digital marketing to edit reels when you have to use them.
When choosing a video, you can pick a short video that has the same theme as the meeting. These videos can be based on a specific topic, like an employee being praised for their work or some encouraging theme, or anything happening in your industry. You can share the screen with all the other employees. Even GIFs can be used in a meeting after you have downloaded them. These videos can also be used at the beginning of a meeting to set the tone.
Some people may also have a problem-solving attitude. If someone offers feedback, it should be taken with a positive mindset. This implies that the person is more adaptable.
Don’t Turn Off Cameras During Meetings
Leaders could put in place a policy to ensure cameras remain turned on during virtual meetings. Employee posture can convey their degree of interest in the meeting. If they are bent forward, it may indicate that they are highly interested in the topic. A leader should show confidence during the meeting by smiling and looking into the eyes of the participants.
If someone has further questions about or needs clarification on any topic after the meeting should address it. This means that they are ready to start work after the meeting and has a receptive attitude. Leaders should not ignore them or get angry; instead, they should try to resolve doubts and address issues.
Meetings Are Essential To Build Trust
Meetings can help employees learn how to collaborate. They start trusting that someone will work on the delegated tasks. In online calls, they can learn more about each other.
Trust building is an essential factor because everyone is working remotely. There can be a lot of camaraderie developed between the team members when such meetings are conducted. They not only get to see each other but also become aware of the team’s goals. The team members who are from different countries need to see each other regularly to stay updated on progress, as they may be working in different time zones. So, in video calls, a leader can highlight the achievements of these workers and also ensure that people from different time zones form pairs to work on the same task so that one of them is always available to answer questions during operating hours.
Virtual meetings can indeed be time-consuming. Hence, they should be held less frequently because they can affect work. Emails should be used more commonly to spread information.
Check On Employees
Although virtual teams allow people more independence, problems can still arise because of inexperience. Hence, the leader must continuously check on the workers to determine whether they are working correctly. They can offer tips and ensure that people are motivated to work.
Conclusion
It’s best practice to confirm the need for and importance of any virtual meeting before it happens. A meeting with no agenda is a waste of time. Only when a meeting is deemed necessary should it be held, and invites sent.
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Originally published on November 2, 2024