Post by Spencer Willette, OMS-IV
Over the last couple of years, we have become much more accustomed to meetings, especially over virtual platforms. In this episode of EM OVER EASY, the approach to meetings and how to get the most out of them are discussed.
Arrival Time:
First and foremost, arrive on time! The last thing we want to do right from the beginning of a meeting is to penalize those who arrive on time. Especially, in the digital age of meetings when people are logging on from home, there should be no delay. Everything is understandably circumstantial, however in general most of us should be accustomed to signing in the meeting on time. If people miss the first 5 minutes, they can easily catch up or follow up with another team member afterwards.
As a leader, start the meeting by saying “out of respect for everyone’s time, we will begin the meeting now”. This immediately shows respect to those that arrived on time and sets the precedent for every meeting thereafter.
Meeting Efficiency:
Begin the meeting with purpose. Whether this is sending an email the day before with goals or simply stating what we are trying to accomplish; immediately everyone is on the same page working towards a common goal. Additionally, determine what accomplishing the goal looks like. Meetings should solve problems, not check lists. Usually, checking lists can be accomplished easily through emails or other avenues that do not require a large group participation. Gathering a team together should be used for insightful discussions that solve problems and assign tasks. Efficiency can be enhanced by sending documents and reports ahead of time. With the expectation that everyone is up to speed and has read the documents, meaningful member discussion and participation should be expected.
Ground rules:
Shape meeting from the beginning. Give the participants known expectations heading into it. Addressing how long we anticipate the meeting lasting and the overall goals. Set the expectation for camera participation. There are varying opinions on this, however, it’s undeniable that keeping the camera on indicates full attention and engagement.
Introducing everyone at the meeting and asking for cameras on, in a sense, allows each participant to be invested and engaged as a valued member of the discussion. As leader, you can create a seating arrangement through Zoom or your virtual platform. This way everyone is able to see each other as if they were in the same physical room.
Take-Home Points:
- Set the precedent for starting meetings on time.
- Gathering a team together should be used for insightful discussions that solve problems and assign tasks.
- Encourage cameras “on” for meaningful member discussion and participation.
Listen in to hear their discussion
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