Assign Roles

Ways to optimize your online meetings for maximum productivity

Here are the best ways for how to optimize online meetings that will aid in promoting active participation by all team members-...

1) Make sure you actually need to have a meeting

Before booking a meeting, the first thing is to ask yourself if it will be helpful to meeting participants and, if so, who all should be the attendees. Asking this question every time before calling or joining a meeting will automatically improve the virtual meeting experience for you and your fellow members....

2) Plan the virtual meeting agenda

Planning the meeting agenda and establishing a detailed program with all the major subjects to address is recommended. Here are a few things you should do while planning the agenda-...

3) Assign Roles

It is recommended that roles be assigned beforehand so that participants can come to the meeting well-prepared and ready to share. Also, decide in advance who will be the facilitator. His major role would be to keep the meeting on track, help everyone stay focused, and keep things running smoothly....

4) Test your technology

Testing your technology is like a hygiene check. It is important to learn to use technology to run a meeting smoothly. Always connect your virtual meeting platform in advance, see how it works, and learn about its functionalities in detail to improve the overall meeting experience....

5) Eliminate Distractions

Distractions are one of the primary reasons for causing miscommunication in online meetings. Thus, for optimization of online meeting ensure that all the participants sit in a private area or meeting room with good lighting and a clean background....

6) Engage the participants

If you want the meeting to be successful, it is important to engage the participants. The first thing to do is ask everyone to keep their videos on. Another vital way to engage participants is to make meetings more inclusive. Boring and dull meetings are every employer’s greatest fear. Therefore, start your meeting with positive thoughts or show some colorful images related to the topic....

7) Mind the Clock

Ensure that all the participants join the meeting as per the schedule and each has sufficient time to speak or share their thoughts. Being a host, it is vital for you as well to respect your team’s time by adhering to the scheduled meeting time. The facilitator should ensure that the meeting is on track, as only then is it likely to fulfil its objectives....

8) Encourage active breaks

A lengthy meeting can lead to boredom, fatigue, and loss of interest. Therefore, it is recommended that you take short breaks to recharge your attendee’s minds. Incorporate icebreakers or small fun activities to keep the zeal going. Giving breaks will increase productivity, prevent decision fatigue, reduce stress, and improve attention span and focus....

9) End meeting with clear next steps

Virtual meetings must end with actionable outcomes. No one will remember all the details of the meeting; therefore, in the end, sum up the important takeaways, decisions made, and actions. Furthermore, it is vital to share all the minutes of the meeting with the participants. Also, assign responsibilities and deadlines to ensure accountability....

10) Practice self–reflection

This step is for your growth and improvement. Once the meeting ends, ask yourself a few questions, such as-...

Conclusion

Maximizing optimization of online meeting should be the primary objective when you plan any meeting, whether online or offline. Thus, it is important to integrate team-building activities to bolster connections among remote members and unlock the full potential of your meetings....

How to Optimize Your Online Meetings for Maximum Productivity -FAQs

Does scheduling the next meeting at the end help bring more productivity?...