The past few years of virtual meetings have proven that anything that can pop up or go wrong in virtual will. This article addresses how to make virtual meetings great for yourself. In future articles, we discuss how to make them great for others, and what tools and resources you need to bring it all together.
Enjoy Informed XP’s ode to “UX-Able Things” and the tips below as a virtual holiday gift to you!
Check out this 5-Step countdown to your best virtual experience
Virtual meetings are convenient and can be done anytime, anywhere. Spend a few minutes to “look” presentable, plop in front of your screen, and you’re good to go, right?
Wrong.
From cat lawyers and potato bosses to questionable background items, trouserless reporters, and curious pets and kids… the past few years of virtual meetings have proven that anything that can pop up or go wrong in virtual will.
However, time and time again, we all fall into the deceptively convenient lure of our home office, dressing down and signing on just in time. This year, resolve to do virtual better by using this list and checking it twice.
5. Start with the end in mind
Think ahead to what might happen and what needs to happen after the meeting wraps. Do you need to attend something or be somewhere that requires preparation? If clearing your calendar to provide ample time is necessary or a recurring session tends to run long, plan for it. Consider what’s next to help your day go smoothly:
Schedule a time buffer for yourself in the event of an overage. If it’s likely that you’ll want more time, plan for it.
Give yourself time post-meeting to prepare for the next “thing.” From changing clothes to gathering materials or whatever you need, build in a buffer to get ready for what’s next.
Strike while the iron is hot. Take action while the meeting is fresh in your mind and motivation is high. Share meeting minutes and/or follow up on questions, actions, and decisions.
4. Get your body ready
Many of us run from meeting to meeting, spot-checking email, squeezing in work, eating when (or if) time permits, and generally stressing about to-dos. However, we engage and perform best when we are mentally, physically, and emotionally ready. As with any other activity, a great meeting experience requires us to be in the right state of mind, fueled, dressed for the part, comfortable, and mentally present:
Take care of your physical needs. Grab a bite to eat or a cup of coffee, take a bio break, or simply spend a few minutes stretching.
Clear your mind. Take a walk to get oxygen to the brain or spend a few minutes to check email or to write down your to-dos.
Attend to your emotional needs. Call or message a friend, check on your kid(s) or pet(s), or do something small for yourself.
Mind your appearance. Tidy up, dress appropriately, then use the video preview function of your meeting software as your virtual mirror.
3. Get your brain ready
“You get out what you put in” — this is a fact of life, and also of meetings! The most productive sessions happen when all participants come prepared. Reviewing materials, jotting down questions, and considering how to take advantage of the meeting braintrust in advance are ways to demonstrate your commitment to progress and respect for everyone’s time:
Review the purpose and agenda of the meeting. If it’s unclear, ask for clarification beforehand.
Consider what you want to get out of the meeting. Jot down your goals and questions.
Do any pre-work that is suggested or expected.
Brush up on the topics and issues that will be discussed.
2. Prepare your physical world
Joining a meeting from the local hip coffee shop might offer a refreshing change of pace, but public spaces can also be risky and unpredictable. Our physical space communicates just as we do. Background distractions and visual clutter, such as bustling people, noisy lawnmowers, or even dark rooms and piles of laundry, can frustrate and detract from a professional and productive session. Ensuring your environment is ready keeps you and others focused and present:
Check and stage the viewable background. Simple is better.
Illuminate your meeting area. Natural lighting is best. If possible, position the light source in front of you.
Conduct an environmental sound check — turn off TVs, silence phones and other devices, and (if possible) move farther away from living noisemakers such as kids and pets, no matter how cute they are.
Secure your meeting space. Ask any family members not to disturb you, then close (or lock) your door, if you have one.
1. Prepare your virtual world
Many virtual meeting miscues come from some sort of digital blunder. From entertaining backgrounds and filters to disruptive notifications and unintentionally screen-shared documents or applications, make sure you have your digital space set up and meeting-ready:
Pause or silence notifications (like email, iMessage, Slack, Teams, etc.).
Close or minimize applications, documents, and files.
Set up, upgrade, sign into, and/or test necessary meeting software and/or devices.
Upload an appropriate virtual background image before your meeting begins.
Setting yourself up for the best virtual meeting experience takes some time and practice. However, with repetition you’ll turn meeting mayhem into meeting magic.
Download the 5-Step Checklist to print or keep handy as a quick reference.
