The Problem: No matter how carefully leaders plan their online meetings, team members too often end up disengaging while on the call. According to a recent study, 82% of people admit to multi-tasking. The study shows they do everything from surfing the web to answering emails to using the bathroom during team calls! (Ferrazzi, HBR, 2014)
The Solution: Six design elements that make virtual team meetings both engaging and productive
- Visual Conferencing. Use a visual conferencing app (Zoom, Skype, Go to Meeting) rather than relying on audio. Unless bandwidth or security issues prohibit it, don’t let team members cop out of turning on their cameras. Research shows that 73% of visual meetings end faster and with better results than do audio only meetings https://zkresearch.com/. In those situations where cameras are prohibited, put pictures of members on the screen during the audio meeting. It’s a poor substitute for video but at least pictures of team members keep everyone on the call in the front of participants’ mind.
- The 80-20 rule. Make meetings 80% active and only 20% passive. Passive means just watching or listening, for example, PowerPoint presentations, listening to speeches or reviewing documents. Active means participants are engaged in a multi-directional activity, that is, they are engaging with each other. Multi-directional activities include things like polls, thumbs up/down, small breakout group discussions, large group discussion, go-arounds to check where everyone is on an issue, writing responses in the chat, and raising hands. These activities are useful to periodically check the temperature of the group or to check if the group is close to an agreement. Change the activity every 7-12 minutes!
- No PP or Speeches When it is important for team members to have new information, send it out several days before the meeting and with it send 3-5 questions about the topic that is to be discussed at the meeting. Discussion questions need to reference genuine issues that require team member input, not just checking to see if they understood or compliance issues. Sending a short video out ahead is probably even better than a PowerPoint or documents. An update on what each team member is doing can also be sent ahead with time on the agenda for questions or discussion relative to what others are doing. A useful rule of thumb is that a team member who has not read/viewed ahead does not get a voice in the discussion or decision!
- Elicit Team Members’ Questions and Concerns Canvass team members at least 4-5 days before the virtual meeting to identify issues they think need to be discussed on the team call. Then talk with each respondent to frame the question for discussion. Issues raised by team members are the most useful part of an online meeting. They can prompt needed process improvements and spur re-alignment around disagreements.
- Short Frequent Meetings - It is better to have several short meeting than one long virtual meeting. Virtual meetings should never exceed 90 min and 45 minutes is optimal. Almost no one can maintain focus on a video meeting longer than 60 minutes and when it is audio-only it’s more like 30 minutes. If team members read/view before the meeting there is no need for lengthy meetings.
- Have 2-3 facilitators For a video meeting there needs to be one person to facilitate the discussion. It is best if this is someone who does not have a stake in the game. The facilitator needs to stay aware of the pace and quality of the discussion. They intervene when an activity is needed like a poll or a go-around. They listen for when the group is nearing agreement when one person appears to be dominating, and for who may have dropped out of the discussion. A second facilitator is a technology person who helps team members initially get connected or brings them back when they have lost connection. This person listens for background noise that is disturbing the discussion and mutes that connection. They set up polls or divide the group for breakout sessions. The third facilitator watches the chat for questions that come up or themes that appear to be emerging and lets the person who is facilitating the discussion know.