Communication tips and tricks: Can the virtual meetings of the corona time improve the meeting culture of the future?
Almost all of us are returning to a more normal life after many weeks of working from home and virtual meeting rooms. Have we learned anything that we might take with us into our new everyday life and way of working together? Here are three good habits we can bring with us in the future to maintain and maybe even improve our meeting culture. And you can also get your very own checklist to use at your next meeting.
For almost three months we have worked hard at home in the kitchens, living rooms, children's rooms and even the terraces. Distance collaboration became the new mantra and we have all found new ways to collaborate. Although we still need to keep our distance, we are also starting to have meetings that are not on Skype, Zoom or any other virtual platform you may think of.
The virtual meetings have given us habits that we need to hold on to, cherish and maintain now that we can to meet again physically.
Agreements
First habit is: agreements. In the virtual meetings, it was very important to have clear agreements before the meeting on:
- How will the meeting be conducted?
- Who leads the meeting?
- Who takes minutes?
- What is the purpose of the meeting?
- How long will the meeting last?
However, the agreements do not end here, because whether the agreements are concluded during a meeting via video, telephone, mail, or by physical attendance, it is important to know:
- What is the conclusion?
- Who is responsible for the next step?
- How can others contribute?
- What should we each prepare for the next meeting?
All of this must be agreed upon before a meeting ends, much like they are when the connection is closed down in the virtual meetings.
Discipline
Once you have made appointments for a meeting, we come to the next good habit of the series: discipline. And here I am not talking about military discipline or the art of being able to march in tact, but the discipline that comes from respecting the time of others, respect for the task and the common goal. It is self-discipline we're talking about here.
Even though we are no longer working at a great distance from each other, it is important to keep in mind that we are each a part of a bigger picture and equally important. This means that we still have to show up at the agreed time, whether it is a physical or virtual meeting, that you have prepared yourself for the agenda, and that you are mentally ready for discussion and decisions. It is important to be present mentally as well as physically.
To follow up
Third habit is: to follow up. Here too, it is all about sharing responsibility and having discipline. The following must be clearly agreed at each meeting:
- Who follows up on the tasks?
- How often?
- What form should follow-up have?
- Is the goal and schedule still correct or should something change?
With a good meeting culture, it is possible to have more efficient, shorter and even fewer meetings both physically and virtually and thus we will have more time for everything else that needs to be accomplished during our working day.
I've created a checklist that can be used when planning and conducting a meeting, so it's easier to come to agreements, keep discipline, and remember to follow up.