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How you can maintain your group updated throughout digital conferences

Try these tips to keep your attention.

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July
29, 2020

Read for 4 minutes

The opinions expressed by the entrepreneur's contributors are their own.

With the pandemic that turns the world overnight into everything digital, executives are forced to lead their teams via video conference. However, technology is not the same as face-to-face meetings. While there are many advantages to being virtual, many of us had to multitask and focus our attention on our other activities. Is your team's participation inconsistent? Do only a few members participate and get involved? Overcome team members who are disabled during video conference meetings with these tips.

Pre-assigned roles

One way to involve your group is through pre-assigned roles. One such role is the CFO or Chief Fun Officer. The CFO is responsible for group fun. You can choose icebreakers at the beginning of each meeting or play a theme song. Let the CFO's imagination run wild to have fun while zooming in, then let the fun begin!

The COO or Chief Organizational Officer is responsible for taking notes during the meeting. This includes any unanswered questions, special requests, urgent needs, ideas discussed, attendance and other important questions that arise. You should then give a summary of the team.

Hire a CEO or Chief Events Officer to assist the team leader with upcoming birthdays, anniversaries, life events, etc. The team leader should work with the CEO to determine upcoming birthdays and special occasions, and then ensure that these people are recognized during the meeting.

Before your next team meeting, ask specific team members individually if they should be assigned an assigned role. Instead of letting them choose their role, I think it works best if I identify the role first. For example, I could ask a person who is shy to be the CFO. You can always say yes or no, but you give them permission to leave their comfort zone.

The roles should be changed weekly so that everyone can experience every position. Your teammates may even recognize strengths they didn't know they had.

Related: 5 Ways To Overcome Zoom Fatigue
Related: Working Remote? These are the biggest advantages and disadvantages of video conferencing
Related: 3 affordable tools for better virtual meetings

Three ways to keep engagement and visitor numbers high

1. Build consistency. Try to keep the same date, time, and format as before. If your weekly team meeting takes place every Monday at 9 a.m., stick to this schedule as much as possible (people love habit and routine). And just like at your office meeting, it is important that every team member is present so that everyone is on the same page and receives the same information. As before, members should adjust their schedules accordingly if the meeting needs to be moved or changed.

2. Communicate in different ways. Each of us communicates differently. Some prefer phone calls or SMS; others prefer email. Do all three! Before your team meeting:

Send an email with agenda items, the date and time of the meeting, and possibly even an encouraging or motivating quote or meme. Send a text when you send the email. Send a calendar invitation. If you see someone did not answer or I accepted the meeting and try to call them.

3. Send reminders and follow-ups. It's easy to forget a virtual meeting when there are so many distractions when we work from home. There were times when I intended to attend a meeting but was distracted. Then I realized: "Oh no, I missed the meeting." To avoid this, I recommend sending a reminder and an email or text with all relevant information the day before your meeting, an hour before the meeting, and at the beginning of the meeting.

Your team may not have needed any reminders or follow-up, or you may not feel comfortable with it, but making sure everyone is on the same page is best for everyone involved. That being said, there is a fine line between follow-up and micromanagement. Make sure your follow-up is quick and easy, and make sure your team members know that you are trying to keep the team up to date, prepared, and ready to rock.

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