Virtual Meetings: The Good, the Bad, and the Solutions

VIRTUAL MEETINGS

The Good, the Bad, and the Solutions

Virtual meetings may become the new normal for the time being, and let’s be honest, while we all probably miss the in-person setup, I’m sure many of us have encountered some humorous scenarios as a result. Of course, these kinds of growing pains are always going to be common during adjustment periods. It would have been useful for virtual meeting organizers and attendees to have been warned about some of the possible tele-conferencing interferences that come from their home-base, as well as ways to defuse them in order to have a smooth and productive meeting. Below are some useful tips to help make that happen.

The first category of virtual meeting hindrances we will discuss is “External Noise.” Loud children or pets tend to give way for some of the funnier examples of this in a group virtual meeting, and they can also be the most prominent; however, the echoes of loud breathing, utilities operating, and someone typing on their keyboard are also common. While external noise might be one of the more difficult categories to neutralize, the following solutions can be beneficial. First, always be sure that you are in a secluded space for your meetings. This is relevant for both conference calls and group video chats. It is also wise to inform others in your home of your meeting beforehand. If you have a pet, you can distract them with a toy for the desired time or simply just let them outside to keep them from your isolated space. Next, you can mute your microphone whenever you are not speaking to avoid producing noise. This is advised for people who are considered loud breathers or who like to do work while listening in on meetings. It is also recommended for anyone who tends to make subtle comments to themselves.

The second common intrusion to an effective virtual group meeting is one that applies exclusively to video conferencing. We will refer to this category as the “Professional Visual Appeal.” Now obviously this one

may get tricky, especially if you are working from a space that clearly is not designed for the ergonomics of your profession. “Professional Visual Appeal” does not just refer to the visuals of your workspace, it also considers how your camera is set up, your attire, and body language. Our advice to perfect the visual element of the conference is to use a wide shot on your camera, sit back and have good posture. Your posture will give off positive body language and show higher levels of interest. (This is also a good time to remind you not to use your mobile device during these video conferences.) Next, be sure your workspace appears neat and that the background of your shot does not give the impression of an unprofessional atmosphere. Lastly, dressing in a business casual manner will do more than just present a visual sense of professionalism; it is also proven to make you work more efficiently overall. One thing to note is that if you are the organizer of the meeting, consider whether a group video meeting is even necessary. Odds are that all the content you are sharing can be done through a conference call. Of course, that will vary depending on the meeting scope and objective. Our third category focuses on the attendees’ concentration to the content of the meeting, specifically regarding their energy levels. We like to call this “Virtual Meeting Fatigue,” and it can be a liability to meeting goals. “Virtual Meeting Fatigue” happens if someone is focusing on their computer screen for a long period of time which can cause a loss of attention or interest. This fatigue can lead to the attendees forgetting or ignoring the information presented, which can render a meeting useless. The first solution is to look away from your screen from time to time and make good use of screentime breaks. Additionally, it is critical to keep the meetings as brief as possible. One way to do that is to create a meeting agenda and stick closely to those objectives, ultimately avoiding off-track conversations. Meeting

organizers should make it a point to allow all attendees to speak-up and keep engaged. This is a solid way to make attendees feel like their involvement in the meeting was not just ear-time, but rather full input.

Lastly, the category of “Technical Issues” can be a frustrating impediment to virtual meetings. Whether you use Zoom, Google Hangouts, Skype, GoToMeeting, or Microsoft Teams, similar headaches and threats can take control. So regardless of the platform used, all meeting attendees should give themselves at least 5-10 minutes prior to the meeting time to download the application and ensure they can enter the meeting properly. One of the more common technical issues is connection glitching or lag, in which you will want to just log off and re-join the meeting to get it back on track. It should also be understood that when using any online platform, the threat of cyber and information breach is possible. So be sure to ask your IT expert all the ways you can mitigate breaches and cyber-related incidents.

We do not really know how much longer we will have to use virtual meetings, but regardless of the uncertainty, it’s never too late to address these categories of virtual meeting hindrances. None of the solutions are complicated or even require much effort, but they can make the difference between a productive virtual meeting or a timewasting one.

Written by: Jack Pittas, Sami Satouri, Samantha Loritsch, and Dean Satouri Quest Insurance Employees 703-961-8886 ssatouri@questinsurance.us