Virtual Meetings, Real Waste

from Able Leader, August 2008

by Steve Kaye

Virtual meetings (or teleconferences) have become a high tech way to waste real time.

True, people can attend without the cost of travel. But sometimes these virtual meetings are attended by virtual participants (i.e., people who are functionally absent because they're surfing the net, playing games, or reading e-mail).

As a result, nothing useful happens. And when people waste their time, they waste the human resource that makes money for a business.

Here's how to hold an effective teleconference.

1) Plan a simple meeting.

Choose tasks that can be accomplished during a telephone call. This includes simple decisions, brief news updates, and easy solutions.

Since the meeting is being held by phone, it is impossible to resolve complex issues. These require direct human interaction, sophisticated group activities, and significant time.

Start by writing the goal for the meeting. Then challenge if this goal can be realistically accomplished in a virtual meeting. If not, you will need to hold a regular meeting.

Also check if there is any other way to accomplish the goal. Many simple issues can be resolved by e-mail or a phone call to one person.

Then write an agenda that describes each action your group will take to accomplish the goal. In general, you would use simple versions of the process tools that I teach in my workshop on effective meetings.

Note: talking about an issue is the least effective group process. Discussion favors quick talkers, neglects reflective participants, and becomes easily sidetracked.

Of course, we know that every meeting must have a goal and an agenda. This is even more important for a virtual meeting. Otherwise it becomes a journey without a map -- in the dark.

2) Plan a small meeting.

Invite only those who can directly contribute to the meeting. Ideally, this should be eight or fewer people. If you invite more, some of the attendees will become lost as silent listeners, which is a waste of their time.

For example, people have told me about four-hour teleconferences that were held with 50 people. Only a few talked while the rest just held a phone against their ear. (Actually, it's comic that anyone would think such a meeting might work.)

3) Plan a short meeting.

The meeting should last less than 30 to 45 minutes. People are unable to concentrate on long phone calls. They become tired. Their attention drifts. They need to take a break.

During long teleconferences (e.g., over an hour) the attendees will put the phone down to take breaks. This is bad because those who are talking think that everyone is hearing what they're saying, when in fact, only a few may be there.

4) Tell others.

Distribute the agenda at least a day before the meeting. This allows everyone to think about the issues and prepare their participation. If appropriate, call key participants to confirm that they received the agenda and to check if they have comments on how the meeting could be made more effective. Use this as an opportunity to listen, instead of work on issues or argue.

5) Help others.

Distribute any materials related to the issues before the meeting. This includes outlines, blueprints, schematics, product brochures, and data. Then, the participants can use these tools to participate more effectively. For example, they can follow an outline, look at diagrams, or read data during the meeting.

6) Use a facilitator.

This person can direct the meeting process, make sure everyone contributes, and keep everyone focused on the issue. The facilitator can also serve as a scribe by taking notes and then broadcasting them by instant messenger or e-mail during the call.

Note: a virtual meeting is more than just a phone call. It is a business activity that must add value to your business.

Much success,

Steve Kaye
714-528-1300