10 Tips for Keeping Control of Online Meetings. By Gihan Perera

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1 10 Tips for Keeping Control of Online Meetings By Gihan Perera

2 Online meetings are pretty ubiquitous these days, especially for dispersed work teams with tight budgets and little time. However, many people don t know how to manage online meetings effectively. In this report, we give you ten tips for managing online meetings successfully regardless of the role you re playing in the meeting. 1. Understand the technology. Of course, technology is the key difference between online meetings and in-person meetings. On the positive side, it can be very efficient (because attendees participate from their desk), but that gain can be wiped out by problems with the technology. Do your best to be familiar with the technology and comfortable with using it. Make sure you re using a tool that is intuitive and easy to use, because if you re competent and confident with it, that will be recognized and rewarded. People also interact differently when they are not all in the same room. Even on a video conference, there are differences in body language, posture, position, movement, and even seating arrangement. In most cases, an online meeting feels more approachable, because people can t use their physical presence to intimidate or coerce. 2. Know your outcome. Regardless of your role, the most important thing you can take into the meeting is a clear outcome. Knowing this in advance helps you keep the meeting on track. Even if you re a junior participant, be clear about your outcome. Ask yourself these clarifying questions: Who are the key groups at the meeting? Who are the key individuals in each group who will influence the others? What would you like them to think / feel / do / say after the meeting (in order for you to have achieved your outcome)?

3 3. Look, act, and sound professional. It doesn t take much to make a strong, positive impression in an online meeting as long as you prepare well, position yourself strongly and perform clearly. Preparation: Prepare and circulate reports ahead of time. Write out and practice a presentation. Anticipate questions and objections. Test the technology if possible. On video conferences, check your lighting, background and physical appearance. On audio or video conferences, use a headset for optimal sound. Positioning: Check your name, title and other details on the agenda. Ask the chair to introduce you in a certain way if appropriate. Performance: Be polite but not meek. Be assertive but not aggressive. Be clear but concise. 4. Make your points clearly. Whenever you are called on to speak whether it s to present a report or answer a question you know what you want to say, but the other participants don t. So make it easier for them with a brief introduction: Make your point first, before you explain it or elaborate. Tell them what you want them to do when you stop speaking (take a vote, approve your proposal, etc.). If you need to make a number of points, put them in a clear structure (e.g., I m going to give you three reasons for ). 5. Answer questions confidently. Don t get nervous and flustered when called on to answer a question. You re being asked because it s in your area of expertise, so treat it as an opportunity to contribute to the meeting s outcome.

4 Write down the question as you hear it, so you can refresh your memory if necessary. If the question is vague or ambiguous, ask for clarification (e.g., When you said total sales volume, were you referring to this quarter or the previous quarter? ). Start your response strongly with a brief answer and then explain further. All the above tips for making your points clearly apply here as well. Finally, don t shoot from the hip! If you don t know, say so. Confer with others, defer to somebody else, or offer to find out later. 6. Manage difficult or hostile situations. There s a skill in managing difficult conversations and a special skill for doing it in online meetings. Know as much as possible. The more you know about what you re likely to face, the easier it is to manage it effectively and still meet your outcomes. Know who will be attending, what they really want, who has the real power to make decisions, what your walk-away position and BATNA (best alternative to a negotiated agreement) are, who s on your side, and which options you can take if things get out of hand. Get in early. This allows you to anticipate potential problems and plan for them, which makes them much easier to manage. If you know you ll be facing a hostile meeting, do more background research, ask individuals for their views beforehand, circulate proposals early, and try to gain agreement even partial agreement in advance. You might defuse or even resolve some of the difficult issues before the meeting starts. Add formality and structure. Finally, add more formality when facing a difficult or hostile meeting by setting some ground rules at the start. You don t need to adopt formal meeting procedures (motions, seconding, amendments, points of order, = and so on), but a bit more structure goes a long way towards keeping the meeting under control. For example, here are some rules you could apply:

5 All participants must speak through the chair. Only the chair has control over turning microphones on. Only items on the agenda can be discussed. There is a strict time limit on agenda items. 7. Conduct board and committee meetings. These are different from other online meetings, because they sometimes have important legal and regulatory consequences that you must get right. Check your organization s constitutional right to conduct a meeting by video conferencing. Also understand the legal issues and consequences of conducting an online meeting (for example, all directors must be given adequate opportunity to review materials and participate in the meeting). If you re not sure, get legal advice. Choose carefully whether or not to record the meeting. Important discussions and decisions should be recorded in the minutes, and it might be risky or inappropriate to keep a permanent record of everything else. 8. Keep control. Just because you re not chairing the meeting doesn t mean you can t take a lead role in it especially if the nominated chair isn t doing their job. If there is no chair An effective meeting should have somebody chairing it, even if this isn t a formal role. If you call the meeting and nobody else is the obvious person to chair it, just assume the role of chair. And if you re attending a meeting that nobody is chairing, offer to do so yourself. If the chair is weak In most business situations, you don t want to make enemies by publicly and loudly criticizing the chair. Instead, you might be able to diplomatically take control: Offer to take the minutes. This gives you permission to interrupt verbose or vague people. Offer to manage the technology. This enables you to subtly manage interruptions, allow certain people more (or less) air time, and so on.

6 9. Make clear presentations. There might be times when you re called on to make a brief presentation or report during an online meeting. The most important thing to keep in mind is that you re part of a larger meeting, so your presentation has to help the overall meeting outcomes. When you prepare, be sure you know specifically what the group expects of you, especially in the context of the overall meeting. If you re not sure, ask! Know your outcomes as well so they don t get lost in the overall meeting objectives. When you speak: Start strongly: State your main point powerfully, explain your structure (e.g., I ll give you three reasons ), and be clear about what you want them to do when you finish. Keep it simple: Be succinct, stick to your main points, and don t overuse technology. Take control: Be upbeat and energetic, speak quickly (but not too quickly!), and own the environment. End your presentation strongly. Be clear about what you want them to do next and finish on time. 10. Manage technology. Unfortunately, technology glitches are not a matter of if ; they are a matter of when. Proving that you can manage these situations will do more than almost anything else to demonstrate your professionalism and authority. Prevent potential problems. Use the most reliable technology available. For example, try landline rather than cellular phones, corded rather than cordless headsets, and reliable high-speed Internet. You don t need the best technology in the world (and it might be outside your budget anyway), but these simple things can make a big difference in reliability.

7 Urge your participants to use the best technology as well so they don t have problems on their end. If possible, test the technology beforehand. You can t always reproduce the exact environment of the real meeting, but a simple test can usually identify and prevent many of the problems that could arise. Manage problems that occur. Even with careful preparation, some problems will still occur. So anticipate them and be ready to manage them. Here are some common issues and workarounds: If some people can t be heard (because their microphone is not working), they can contribute via text or chat messages, which the chair can then read out to everybody else If participants in video conferences have low Internet bandwidth, they might need to participate by audio only. If you re making a slideshow presentation, send a PDF version of the slides to all participants in advance, in case they can t see the presentation when it s live. Recover gracefully. Sometimes, no matter what you do, you can t resolve the technology problems, and some participants will not be able to join the meeting at all. In the most extreme case, you might even have to abandon the entire meeting. If this happens, here are some things you can do to recover gracefully: Record meetings as a matter of course, so you can send the recording to those who couldn t attend. Have somebody take the minutes, so important discussions and decisions are available to those who couldn t attend. If you re working against a deadline, don t wait until it s too late to convene the meeting so you can re-schedule if necessary.

8 Finally, the best way to get better at online meetings is to join more of them and to participate more in those you attend. Don t avoid online meetings because you re uncomfortable and unfamiliar with them. Instead, embrace and use them as an opportunity to make a valuable contribution and improve your meeting skills at the same time. About Gihan Perera Gihan Perera is a consultant, speaker and author, who helps thought leaders and business professionals leverage their expertise. He is the author of the book Webinar Smarts and coauthor of the book Best Practice Conference Calls, among others; and Forbes magazine rated him the #5 social media influencer in book publishing. He blogs at GihanPerera.info and his website is GihanPerera.com. About the sponsor Online Meetings Made Easy. GoToMeeting is the extremely simple, extraordinarily powerful web conferencing service from Citrix. It integrates HD video conferencing, screen sharing and audio conferencing, allowing you to collaborate effectively online in a face-to-face environment. Hold unlimited meetings for one low flat fee and attend meetings from a Mac, PC and mobile devices. GoToMeeting will change the way you work and perhaps a whole lot more. To learn more, visit For more best practices, visit news.citrixonline.com/resources.

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