Many firms have remote employees throughout the nation so it is important to encourage the feeling of community and cooperation by developing the work environment. One of the uses of virtual technologies to emerge from the epidemic is Zoom meetings but it is up to the management of any firm to ensure everyone benefits from them.
Here are six quick strategies to enhance the results of Zoom meetings and increase productivity in a hybrid workplace and foster improved team engagement and collaboration.
1. Determine whether Zoom meetings are required
Today, many meetings are being held on Zoom and can take place in different ways. Some people may overuse video meetings due to their convenience. They should not be used to “keep an eye” on fully remote workers, though.
To determine whether a meeting is necessary, ask the following questions:
- Could we have this meeting over the phone or via email?
- Is it possible to combine this meeting with another one?
- Will someone only be “passing over” information that others might read, watch, or examine on their own?
- Could it be shortened to half of a long meeting?
- Save icebreakers for Zoom sessions for training purposes only.
2. Ensure that everybody is following the timetable
Meetings held in offices benefit from everyone being there. When remote workers connect, they might not be physically present where they are working.
You have a difficulty ahead when you add in the individualized schedules of employees who have families and are on-call. Confirm each person’s work schedule before inviting them. Never assume that everyone will be available or finished by 7:00 pm during your Zoom calls.
3. Invite only those who matter
Another trend with Zoom meetings is to invite everyone involved in the project to attend. Only those who make decisions need to be present in decision-making meetings. Attend “action” meetings if you plan on participating in the actions.
Experts should not participate in training sessions as it’s only for newcomers. Additionally, avoid micromanaging during the meeting to safeguard them. Managers or leaders who have delegated a job should be willing to watch the meeting without participating. Avoid prolonging it beyond what is necessary.
4. Combine with tools
The majority of third-party project management tools and scheduling programs integrate easily with Zoom. It eliminates additional procedures, and makes it simple to invite, schedule, and confirm attendees. Set up integrations right away if you haven’t already. Nobody wants to double-check three different software programs to ensure the meeting information is consistent.
Extend the rights for synchronization if necessary. Ensure all meeting hosts are well aware of how to utilize Zoom. For example, you may assume everyone knows how to share a screen. It might surprise you that some people are using Zoom first time. Before inviting everyone on a call, ensure all members are familiar with the fundamentals.
5. Set the agenda
Nobody should join a Zoom call without knowing what will transpire. Prepare the agenda items and distribute them to all participants via the Zoom meeting. List the other attendees and the goals you have for the event. Inform participants whether the video feature will be required (or only audio is enough). Remember that some remote members may be on the go and have bandwidth restrictions, making audio-only the preferable option.
If assets or presentation materials need to discuss, send them in advance. It will save time, and people won’t quickly scan the stuff to “catch up” while the meeting is going on. Include only new points in the presentation and avoid repetition of things or the things that an individual can read on their own. Instead of using Zoom meetings as lecture platforms, use them to engage your team. Ensure that everyone is aware of the meeting’s course of action.
6. Make your Zoom meetings accessible
Create a friendly atmosphere in your Zoom meetings to increase productivity. Captions are among the best methods for doing this. They provide a facility to keep people informed who have visual or hearing impairments. Make a post-transcript of the meeting and distribute it to everyone on the call.
Why should a Zoom meeting be recorded? One benefit is that nobody will overlook important information. In the event of a misunderstanding, it also serves as a record of what actually transpired. Finally, by incorporating transcribing into your organization’s culture, you provide all workers the chance to participate. No matter how a person learns, transcripts raise everyone’s degree of knowledge to the same level. It conveys that you respect their time as well.
When the Zoom conference is over, you can download its video to your computer or public URL on social media like YouTube.
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