Due to the COVID-19 health emergency and shelter-in-place orders, there have been huge impacts to the way we all do business. One of those is the way we meet: these days it is more than likely via video conferencing. I’m guessing in the last few weeks you’ve had at least one, if not several, virtual meetings. It’s time to make these meetings productive.  It’s time to make them great!

In Stephen Covey’s best-selling book, “The 7 Habits of Highly Effective People”, one of the principles is “begin with the end in mind”.  With this, the purpose of any meeting is very simple: get things done. You meet to:

  • Solve problems.
  • Get everyone on the same page.
  • Make sure the team is on track.
  • Move forward.

Based upon these objectives, are your meetings productive?

One report found American businesses hold more than 3 billion meetings per year and 11 million meetings per day. That’s a lot of meetings so they should be worth it.   To make the best use of your time, here are a list of 10 tips to make your online meetings as productive as possible and use everyone’s time effectively.

Watch this funny video and then read our list to avoid these common issues.

  1. Have good, reliable internet. Your video should not sputter and/or skip. It’s incredibly distracting, and it’s not acceptable.
  2. Sit on a chair at a table or desk. Don’t sit or lie on a bed or sofa. This is a business meeting. This is the challenge with working from home—it’s hard to transition into work mode. This will help.
  3. Be aware of your background.  Avoid busy or distracting backgrounds, including virtual backgrounds. If you can, use the feature to blur your background, pick a neutral area or hang a sheet to keep focus on you.
  4. Stay in front of camera and keep it at eye level. It’s important that no one goes off-screen to do something else.   Make sure you are in the center of the screen at a distance of 2 to 3 feet.  This will prevent people from leaning in and you will better keep the attention of your audience when speaking.
  5. Test your lighting. Make sure there are no lights behind you and have a light on your face. People need to clearly see you.  Lighting is important.
  6. Make sure your microphone works well. Use a good microphone or buy a headset, if needed. When people can’t hear you, they struggle to pay attention.
  7. No looking at your phone. Have your phone silenced or out of your view.  Be considerate of others and treat this just like any “in-person” meeting.
  8. Don’t mute. What happens is that someone starts talking, not realizing that they forgot to un-mute. By the time everyone lets them know (with hands waving, you are on mute!) and they finally figure it out, you’ve lost valuable time.
  9. Minimize background noise. Make sure you’re in a quiet room with the door closed… no dogs barking and no family interruptions (tell your family you are at the office).
  10. Use gallery mode. Make sure that you can see all of the faces participating in the meeting, at a glance.  Most video conferencing platforms have this function.   This helps everyone stay connectedBe safe and productive!

New Paradigm Advisors believes you deserve to enjoy the benefits of a profitable, growing and well-run business. We help you break out of the old way of doing things and attack the new economy with a renewed passion and focus. For more information about transitioning your business, please reach out to us.  We’d love to hear from you.

The New Paradigm Advisors team