For many of us, the COVID-19 pandemic has created some unique challenges. For those of us in leadership positions, we’re finding ourselves doing a lot of video conferencing in order to get our work done. After all, there is a limit to what email and Slack can accomplish. Video conferencing is becoming a critical part of social distancing during this time of pandemic. However, it can be more complicated than we’d think to effectively host meetings over video chat.
While I’m sure some of us have performed these kinds of meetings before, whether they were over Skype, Google Chat, or Zoom, we could all use a refresher on how to make these meetings worth having in the first place.
Your Checklist for Hosting a Productive Video Conference
Check Your Hardware
No amount of preparedness for your meeting will make up for hardware issues. Before you are expected to meet, be sure that your microphone and webcam are in working order. It is possible the quality is not what you would like it to be, or a driver needs updating for your hardware to work. If you haven’t hosted before or are using a new platform, familiarize yourself with its functions.
Depending on how complex your meeting is, you may want to test screencasting and other ways of conveying critical information.
It’s also good to check on your router and internet service plan. While you more than likely have a decent internet connection, it is taxing on a connection to host multiple video feeds at once. If your service plan is limited, now is the time to invest in an upgrade if you want frustration-free video conferencing.
Set an Agenda
Like any meeting, video conferences demand an agenda. They are perhaps more important, considering some platforms limit allotted time! Know what you are going to discuss and what you, specifically, will be saying about it. It’s easy for anyone to chase rabbits or get off-topic. Have a designated host or agenda — whether you’re steering the ship or not! Someone must assert themselves as the leader of the meeting. This is the person with the agenda and the one responsible for steering the flow of discussion.
Take Notes
As you would in an in-person meeting, take notes. It’s easy to forget what has been discussed and what points were brought up. Compile these notes in an email or documents and ensure that everyone involved receives a copy.
More than simple meeting minutes, these should outline the actionable steps determined by the meeting. Leave everyone with something to chew on, to do. As much as we can take notes and uncover truths, we need to be able to turn these things into action.
Request Specific Feedback
It’s all-too-easy to disappear into the background during a video-conference. You may find that the less confident or less assertive members of your team will not say much or contribute to a video call. This isn’t because they don’t have the capacity or will — it can have to do with a myriad of things: distractions, feeling out-of-place, or simply being content to let others run the show.
As a leader, encourage commentary from everyone. You can do this in several ways:
First, call people by name. When you ask a question, allow it to be directed towards a specific person. Second, control the conversation. In a video conference, it is common for people to talk over one another and become confused or frustrated. The host should do their best to prevent this from happening.
One way to do this is to insist that everyone uses a push-to-talk setting for their microphones. This small extra step can prevent off-the-cuff commentary. Alternatively, you as the host also should have the power to mute individuals. Perhaps you want to keep everyone on mute while you set the stage or go over the agenda.
Simply make it clear from the beginning how the meeting is to be conducted. The more clarity you can offer in terms of expectations and goals, the more effective your meeting will be.
What are your best tips for successful video conferencing? Share them in the comments.