Virtual Meetings

from Able Leader, May 2010

by Steve Kaye

Most virtual meetings are a real waste of time.

For example, one client told me about a teleconference with 50 people that lasted four hours. Then he remarked that nothing was accomplished.

Actually, they did accomplish something. They spent $30,000 to 40,000 worth of payroll money, assuming all of the participants were first line professionals. If executives attended, the cost would be much higher.

A virtual meeting is more than just another phone call. It's a business activity encumbered with challenges: people are trying to communicate without the benefit of seeing each other. Thus, such a meeting requires extra attention to the meeting process.

Here are three basic recommendations.

1) Keep it short.

The adult attention span for high quality thinking is about 40 to 50 minutes. On the phone it can be less. Thus, plan short meetings lasting about 30 minutes.

If the meeting lasts longer, bad things happen.

For example, some of the attendees will let their focus drift. Then their contributions, if any, become useless. Some will begin other activities, such as surfing the net, reading e-mail, or playing computer games. And some will leave for restroom breaks.

All of this is unfortunate because other people on the call think everyone is still there, paying attention to what they're saying. If the meeting lasts too long, it can become a true virtual meeting: that is, a few are talking to nobody.

2) Keep it small.

Ideally, a teleconference should be attended by a maximum of six to eight people. This ensures that everyone participates.

With more people, a few will dominate. Then they hold a conversation with themselves while the rest become spectators. This is bad because: a) Spectators cost money, and b) Spectators could be doing other (useful) work.

3) Keep it simple.

Typically, this involves working on one issue that can be resolved by a teleconference. Complex issues -- those requiring team activities with everyone present in the same room -- are impossible to resolve over the phone.

This also means having a clear, easy process for resolving the issue. For example:

a) Progress updates. Give each person a fixed amount of time (such as two minutes) to deliver a report. Then, if appropriate, follow each report by a minute or two of questions from the other participants.

b) Decisions. Begin by asking a question that leads to the decision. Then collect answers from everyone. Evaluate the answers. And finally select the answer that best meets the goal for the meeting.

Here are five tips that will make your next teleconference more effective.

1) Use a land line (instead of a cell phone). A desk phone offers a higher quality, more reliable connection. Your voice will be easier to understand and you will have an easier time understanding others.

2) If you must use a cell phone, then find a secluded place for the call. Avoid any public place, such as an airport lounge, where others can hear what you say. Somebody could post company secrets on the web while you speak.

3) Choose a quiet place. Noise from office machines, nearby conversations, barking dogs, TV sets, and leaf blowers will create distractions for you and for everyone else on the line.

4) Stay in the meeting. Use your best listening skills. Avoid engaging in other activities because these detract from your ability to participate. Partial attention risks making mistakes that could prove disastrous (e.g., you might agree to do something without knowing what it is).

5) Ask someone to serve as a scribe who can send quick summaries by e-mail. This person could also manage equitable participation.

Note: A teleconference is a meeting that requires your best meeting skills.

Much success,

Steve Kaye

Call if I can help: 714-528-1300

P.S. Find my books here: Steve Kaye's Books.