During this time of hybrid and remote work, meetings whether virtual or in person, are vital for healthy team morale. Productive communication from you and senior leadership is so important to share information and gather employee feedback. Keep the following tips in mind when holding your next staff meeting.
Host meetings if there is important information to be distributed that cannot be shared via email or phone. To hold a meeting just because, really is not a sufficient reason. So, be sure employees are aware of the agenda, and send it out 24 hours ahead of your meeting.
Furthermore, if you’re hosting a guest speaker also include their contact on the email reminder and an agenda. If the meeting is a brainstorming session, be specific of the intended outcomes. Before the meeting begins, provide employees context. Enable the team to prepare their thoughts beforehand. No one likes to waste time. Set the stage for expectations with a meeting agenda for the best results.
While easy to attend, virtual meetings lack the social interaction and networking that in person gatherings provide. If your organization’s meetings are mostly virtual, establish parameters for video and audio use.
For example, will all attendees be expected to have cameras ON but muted audio unless speaking? Be sure staff are aware of the expectations. How should attendees dress? Should audio be muted? It’s difficult to gauge an audience virtually, so ask your questions multiple times for various responses. Be sure to monitor the chat function to ensure no question is unanswered. Also check throughout the meeting for raised hands.
A short review of what was shared via email is important after the meeting. Some employees might not have attended, or contacts and links were shared that staff need to complete a task. Having information written down is important for effective communication and accuracy. Rotating the note taking responsibility among your team or designating one person each quarter is a solid strategy. It’s also an excellent professional development tool for your team.
Virtual meetings have the option to be recorded, which makes note taking even easier. Whatever method used, be consistent and your communications and meetings will run smoothly every time.