How to Optimize Virtual Team to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual Team Builders

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How to Optimize Virtual Team MeetingsVirtual Team Builders Keys to Optimizing Virtual Team MeetingsIntroductionsClaire SookmanVirtual Team Builders15 years of Corporate Training ExperienceSpecializes in: Virtual Team BuildingProvides: training, consulting, coachingAssociations: Canadian Association For Professional Speakers Toast Masters InternationalObjectives Identify 6 techniques to improve your virtual meetings.Discuss challenges to effective virtual meeting and develop solutions to those challenges.Evaluate meeting best practices.Copyright Virtual Team Builders 2011Setting the Ground WorkCopyright Virtual Team Builders 2011What Is A Virtual Team?geographically dispersedcollaborate via communication andinformation technologiesNext door -25% chance of communicatingat least once a week 30 or more apart -Only 10% chance of communicatingat least once a weekMore than 90 apart Little communication;same as miles apartCommunications and DistanceMIT StudyCopyright Virtual Team Builders 2011Same corridor great5X as much as Separate corridor,Same floor, muchbetter thanDegree of collaborationWorseBetterWho?!What?Why?!SeparatefloorsCollaboration and Distance Bell Labs StudyCopyright Virtual Team Builders 2011What Makes a Virtual Team Successful?Day in Your Life Task related: Processes that help ensure that each team is contributing fully: Virtual Meetings Status reporting Socio-emotional: Processes that increase the cohesion of the group: Trust Camaraderie CommunicationCopyright Virtual Team Builders 2011Making Your Virtual Meetings WorkConducting More Effective Meetings 1. What percentage of people day dream during meetings?Copyright Virtual Team Builders 2011the answer isConducting More Effective Meetings Copyright Virtual Team Builders 2011Conducting More Effective Meetings 2. What percentage of people multi-task during meetings?Copyright Virtual Team Builders 2011Conducting More Effective Meetings the answer is...Copyright Virtual Team Builders 2011Conducting More Effective Meetings 3. What percentage of people actually doze off during meetings?Copyright Virtual Team Builders 2011Conducting More Effective Meetings the answer is....Copyright Virtual Team Builders 2011What Disengages You?Copyright Virtual Team Builders 2011Meetings that do not stay on track Meetings with no clear agenda Participants who are outspoken A poor facilitator Meetings where your attendance is not necessary 6 Techniques to Improve Your Virtual MeetingsCopyright Virtual Team Builders 2011Technique 1: Create a GraphicCopyright Virtual Team Builders 2011Connect Remote Team Members Buddy-up' local people with remote team members and encourage pre-conference discussion/collaboration between them. Delegate some items of the agenda to remote team members so they 'take over' running the meeting.Copyright Virtual Team Builders 2011Technique 2: Create Ground Rules Ground rules (TOA) are critical for managing effective group interaction, but they need to be tailored to your team. Examples: No multi-tasking Meetings start and end on timeAn agenda with associated time frames is sent 48 hours prior to the meetingCopyright Virtual Team Builders 2011Copyright Virtual Team Builders 2011ClarifySpecificMeasurableAttainable/AchievableRelevant/RealisticTime BasedAgendas will be emailed 48 hours prior the meetingWhat rules of engagement would you like to see on your team?Copyright Virtual Team Builders 2011Build Relationships Technique 3: Build RelationshipsPersonal Idiosyncrasy Idiosyncrasies?Copyright Virtual Team Builders 20111 2 34 5 6 7How Has Your Week Been Going?Copyright Virtual Team Builders 2011Its in the Mail Its in the MailCopyright Virtual Team Builders 2011Technique 4: Provide a Play by Play CommentaryTechnique 5: Provide a SummaryCopyright Virtual Team Builders 2011Technique 6: Conduct an EvaluationThe Team Brand new team Minimal experience working virtually 5 locations US and CanadaCopyright Virtual Team Builders 2011Lets take a breakCopyright Virtual Team Builders 2011Todays GameCopyright Virtual Team Builders 2011Old Raincoat!Copyright Virtual Team Builders 2011 and a Nice Tailored JacketCopyright Virtual Team Builders 2011Just Love Those Hats!Copyright Virtual Team Builders 2011Heres Looking At You KidCopyright Virtual Team Builders 2011Honestly I love weekly conference calls!If it werent for them, Id never get caught up on my emailCopyright Virtual Team Builders 2011Meeting Challenges Lack of non-verbal cuesTechnology limitations or failuresMulti-tasking/distractionsCopyright Virtual Team Builders 2011Lack of Non-Verbal CuesHow do you compensate for the lack of visual cues?Copyright Virtual Team Builders 2011Verify that the person on the other end is engagedcheck in with people every 3 slides or every 6 minutesCall the behaviorListen for tone of voice and pitchTechnology LimitationsWhat contingency plans can you put into place?Copyright Virtual Team Builders 2011Have a back-up planHave an alternative call in number availableSend material in advanceIf the technology goes down dont stress out about itMulti-taskingWhat can you do to minimizemulti-tasking?Copyright Virtual Team Builders 2011Set up rules of engagement. Take responsibility to stay focusedBe present with someone-it helps build trustAddress the multitasking if it becomes disruptiveRemove all distractionTrue or False True Statement X FalseMeeting should be used for status reportingA virtual meeting should not exceed 2 hours in durationMeeting attendees should put themselves on mute during a virtual meeting even if there is no background noiseThis statement will encourage discussion Is there anyone who would like to begin? During a meeting engage your team by calling on people by name for inputCopyright Virtual Team Builders 2011Six Techniques to Improve Your MeetingsTechnique 1: Create a GraphicTechnique 2: Create Ground RulesTechnique 3: Build RelationshipsTechnique 4: Provide a Play by Play CommentaryTechnique 5: Provide a Summary of Each SectionTechnique 6: Conduct an EvaluationCopyright Virtual Team Builders 2011What new directions or actions will I take?What squared with whatI already knew?What do I see from a new angle or perspective?What helped complete my circle of knowledge?Copyright Virtual Team Builders 2011The EndClaire Sookman & Lee Godfrey416 398 5160csookman@virtualteambuilders.comCopyright Virtual Team Builders 2011