How to make your video meetings with co-workers more productive

In today’s remote work era, video meetings have become an essential tool for communication and collaboration with co-workers.

While they can be efficient, they can also be a major source of frustration and inefficiency when not properly managed. Here are some tips to make your video meetings with co-workers more productive:

Have a clear agenda

Before the meeting, make sure everyone has a clear understanding of what will be discussed. Send an agenda beforehand, outlining the topics to be covered, and encourage everyone to come prepared with any necessary information or questions. This helps to ensure that the meeting stays on track and that all relevant issues are addressed.

Choose the right platform

There are many video conferencing platforms available, but not all of them are created equal. Consider the features and capabilities that are important to you and your team, such as screen sharing, chat functions, and the ability to record the meeting. Microsoft Teams telephony is the new way of collaboration on Microsoft Teams. It allows for seamless integration of voice and video calls, instant messaging, and file sharing, making it an excellent choice for remote teams.

Set ground rules

To prevent interruptions and ensure that everyone has a chance to speak, set some ground rules for the meeting. For example, ask everyone to mute their microphones when not speaking, and to use the chat function to ask questions or make comments. Encourage everyone to be respectful and patient, and to avoid interrupting others.

Keep it short and sweet

Long meetings can be draining and unproductive, so aim to keep your video meetings short and to the point. Consider breaking up longer meetings into smaller, more focused sessions. This allows everyone to stay engaged and focused, and to avoid burning out.

Follow up

After the meeting, send a summary of the discussion and any action items to everyone who attended. This ensures that everyone is on the same page and that tasks are properly delegated and followed up on. This also helps to reinforce the importance of the meeting and the progress made.

Be mindful of time zones

When working remotely, it’s important to be mindful of the time zones of your co-workers. Be considerate of their schedules and try to find a time that works for everyone. If that’s not possible, consider rotating meeting times so that everyone has a chance to attend at a convenient time.

Use visual aids

Visual aids can be a great way to enhance your video meetings and keep everyone engaged. Consider using slides, graphs, or other visual aids to illustrate your points and keep the conversation flowing. This can also help to reduce misunderstandings and ensure that everyone is on the same page.

Encourage participation

Encourage everyone to participate in the meeting and share their thoughts and ideas. This helps to ensure that everyone feels valued and that all perspectives are heard. Be open to feedback and suggestions, and use them to improve future meetings and collaboration.

In conclusion, video meetings are an essential tool for remote teams, but they can also be a source of frustration and inefficiency if not properly managed. By following these tips, you can ensure that your video meetings with co-workers are productive, engaging, and effective.