In business, people get busy. As such, it is imperative to always make the most out of someone’s time when you have a piece of it – especially when it comes to video call meetings.
Not only does having an effective time management system in place for your online video meetings help keep your day organized, but it also shows others how considerate you are as it relates to their schedules.
You understand these individuals, too, have multiple commitments and tying them up too long could create problems.
If you are unsure about how to manage your time on video calls, let us offer you this advice:
Confirm Everyone’s Attendance (Twice!)
Although video conference services allow you to automatically send meeting invites via email to desired attendees, this tactic isn’t foolproof. Some individuals will not see the email, others will think they responded (when in fact they didn’t), while certain people will accept the invite, then forget all about the virtual meeting.
Just to ensure everyone who is expected at a video call shows up for it, check in with them the day before to confirm their attendance. Otherwise, you run the risk of starting a meeting, then having to delay it as you wrangle up invitees who said they’d be there.
Create an Agenda and Stick to It
Time management in the workplace can be good as gold if you are willing to create a rigid agenda for every video call you host.
Start by designating a specific chunk of time for the call. By communicating with invitees that you would like to meet on Wednesday from 12pm to 12:30pm, it is on you to see the call starts and finishes on-time.
Next, forward a detailed agenda outlining what’s to take place during the video meeting, and how long each segment of it should take. By communicating this in advance, participants will have ample opportunity to prepare themselves for the call – and know how much time they will have for presentations and/or discussions.
If your agenda is rock-solid, participants will deliver what’s been asked of them. However, this doesn’t eliminate the possibility of participants going rogue and instigating conversations that disrupt the timing and flow of a virtual meeting.
As the lead of a team meeting, it is your responsibility to keep attendees focused on the meeting’s primary pressure points. Everyone on the call should already be prepared to speak about these, as opposed to new subjects capable of sparking discussions that, while company-related, should be had in a separate meeting.
Encourage Side Meetings
Even if you are a stickler for time management, don’t be cruel. When those aforementioned off-topic discussions pop up, politely interject, and encourage relevant parties to book a separate video call to go over the finer details.
Going this route will show the team you still appreciate their ideas/contributions, but that in order to cover everything outlined in the meeting agenda, such conversations need to happen elsewhere.
Promote Strong Internet Connectivity
A video conference can go sideways if one, or multiple participants, fall victim to a downtrodden Internet connection. This can lead to choppy audio and video that’s challenging for other participants to absorb. Additionally, attendees could prematurely drop off the call, and stop the meeting in its tracks.
Ahead of any video call, remind all invitees in advance to join the gathering from a space in which quality Internet connectivity is guaranteed. Also, if a person is unsure about how good their connection might be, show a willingness to help them test drive the online meeting platform everyone will be using.
Banty is an easy and secure video call service designed to make your meetings run smoothly. Tap here to learn more about the services we offer, as well as the 14-day free trial available to all new customers.