COVID-19 Will Test Your Team’s Ability to Meet Virtually
COVID-19 is testing business continuity plans across the globe. Many organizations have already or will soon make the decision to temporarily shutter workplaces and require employees to work remotely if they can. Public schools, colleges and many other businesses are considering or taking steps to conduct business and learning in a 100% virtual manner. Yet despite the rise and growing ubiquity of telework arrangements, the great majority of us have little experience with, and are ill prepared to conduct, fully remote meetings. That is to say a meeting in which all participants connect individually from a remote location.
Virtual meetings present a number of challenges and opportunities including those which are both technical and behavioral in nature. With a little bit of forethought and effort you can turn these potential obstacles into even more productive meetings.
Suggestions:
Create and distribute a timed agenda in advance: Use the agenda to set expectations prior to and manage the discussion during the meeting. Allocate an appropriate amount of time to dig in to the two or three most important topics. Leave status updates for a regular team written status report.
Re-establish ground rules for participation: No multi-tasking, respect the agenda, be on time, be prepared, everyone must participate, use a headset not a speakerphone. The intent of this list is clear. The meeting content is important and the perspectives of the participants are valued. By eliminating all possible distractions you’ll make the most of your time together. Include the ground rules in the meeting invite and agenda you distribute.
Build in time for social check-ins: Maintaining a sense of connection and belonging is essential to the success of all virtual teams. This sense of community is exponentially more important during times of crises or high stress. Don’t skip the social interactions which naturally occur prior to and during meetings. Include a few minutes at the start of each meeting for this activity. Do check-in in with participants as they join. Use a simple and quick technique such as asking each participant to share a word, color or food of the day as they join.
Equip and require participants to use video: In a virtual meeting, video is the great equalizer and a channel for building intimacy. Let’s face it, few of us actually enjoy being on video. Its akin to hearing a recording of our own voice. Video fosters communication and intimacy by enabling the team to see each other’s facial expressions and body language. Video also enables mutual accountability—it’s much more difficult to multitask when you know your colleagues are watching! What, your team members are not all video capable? Consider using a collaborative tool that supports participants joining via a mobile app. Acceptable quality USB webcams can be purchased via your favorite online retailer for as little as $10.
Up your facilitation game: Successful virtual meetings require a higher level of participant engagement. Be prepared to call on participants by name to get their perspective. Keep conversations on track by asking clarifying questions or summarizing key points. Attenuate the speaking time of team members you know who tend to dominate conversations. Not comfortable playing the facilitator? Delegate this responsibility to a member of the team who you trust to engage and manage the participants towards the intended meeting objectives.
Tools, Tools, Tools: I’m not about to make recommendations regarding the multitude of tools available for your use. Microsoft’s Skype, Google Hangouts, Fuze, Zoom, Slack and GoToMeeting are all excellent solutions as are many others. To ensure participation and success proceed first with the tools already made available by your organization and likely to be familiar to your team members. You’ll certainly find stronger interaction and engagement if you leverage tools that enable participants to join via a mobile app or PC. Double bonus for tools that allow your team members to see a video display of all (or most) of the participants.
LinkedIn is providing a valuable service by curating a wealth of articles and free learning content related to navigating COVID-19 and work. See https://blog.linkedin.com/2020/march/10/staying-informed-and-connected-resources-to-help-navigate-work-and-coronavirus Included is a LinkedIn Learning course on the topic of remote working. Teams new to, or experienced with, teleworking will benefit from exposure to this information. https://www.linkedin.com/learning/paths/remote-working-setting-yourself-and-your-teams-up-for-success
COVID-19 is certainly going to disrupt our work and personal lives. With a little foresight, preparation and a willingness to intentionally up your game, you can ensure your team continues to operate at a high level of performance.
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Matt Swayhoover is the founder of Viaduct Performance Consulting, a Northern Virginia-based business focused on helping individuals, teams and organizations bridge the gap between potential and business results. As principal performance consultant, Matt collaborates with clients to identify and courageously address the obstacles that constrain high performance.
Learn more at www.viaductperformance.com