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Leading Productive Meetings

Meeting virtually (audio and video conferencing)


From:

Leading Productive Meetings

with Dave Crenshaw

Video: Meeting virtually (audio and video conferencing)

As technology advances, so do the methods for meeting. One of the most common uses of technology for meetings right now is virtual attendance, or webcam. For simplicity, I'll define virtual attendance as someone using technology to attend without physically being in the room. Often a participant will use an Internet-based webcam to show their face and see the face of others in attendance. Virtual attendance could also mean participating via telephone or audio only.
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  1. 1m 32s
    1. Welcome
      1m 3s
    2. Using the exercise files
      29s
  2. 11m 33s
    1. Understanding the principles of successful meetings
      3m 56s
    2. Using technology
      2m 12s
    3. Meeting virtually (audio and video conferencing)
      2m 55s
    4. Understanding the importance of time management
      30s
    5. Deciding between group and one-to-one meetings
      2m 0s
  3. 22m 21s
    1. Determining whether a meeting is necessary
      2m 50s
    2. Scheduling the meeting
      3m 0s
    3. Establishing ground rules
      2m 50s
    4. Determining who is in charge
      3m 21s
    5. Having an agenda
      2m 50s
    6. Preparing development
      4m 30s
    7. Coming prepared
      3m 0s
  4. 26m 5s
    1. Budgeting time
      2m 32s
    2. Taking minutes
      2m 34s
    3. Opening
      2m 32s
    4. Presenting the development
      3m 38s
    5. Following up on commitments
      2m 24s
    6. Giving everyone a voice
      3m 32s
    7. Giving and taking feedback
      3m 14s
    8. Keeping meetings productive and on topic
      2m 27s
    9. Reviewing action items and closing the meeting
      2m 2s
    10. Reviewing minutes
      1m 10s
  5. 15m 39s
    1. Understanding the importance of the one-to-one
      2m 29s
    2. Deciding who to meet with in a one-to-one
      2m 50s
    3. Establishing a one-to-one schedule
      2m 44s
    4. Determining the one-to-one agenda
      1m 56s
    5. Listening effectively ("What do you need from me?")
      1m 36s
    6. Delegating effectively ("This is what I need from you.")
      2m 19s
    7. Reviewing action items and closing
      1m 45s
  6. 4m 12s
    1. Completing action items
      1m 16s
    2. Following up on action items delegated to others
      2m 6s
    3. Reassessing the effectiveness of meetings
      50s
  7. 49s
    1. Final thoughts
      49s

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Leading Productive Meetings
1h 22m Appropriate for all Sep 02, 2011 Updated Jan 03, 2013

Viewers: in countries Watching now:

In this course, author and business coach Dave Crenshaw teaches you to get the most from your meetings—turning them into productive avenues for communicating, connecting, and accomplishing real work. The course demonstrates a simple, usable framework that will help you lead and participate in meetings large and small and provides insight into how to schedule, conduct, and follow up on meetings with minimum time and maximum results.

Topics include:
  • Reducing the length and number of meetings
  • Making sure everyone feels heard and appreciated
  • Using one-on-one meetings to minimize workplace distractions
  • Following up on meeting work
Subjects:
Business Collaboration Business Skills Time Management Leadership Management
Author:
Dave Crenshaw

Meeting virtually (audio and video conferencing)

As technology advances, so do the methods for meeting. One of the most common uses of technology for meetings right now is virtual attendance, or webcam. For simplicity, I'll define virtual attendance as someone using technology to attend without physically being in the room. Often a participant will use an Internet-based webcam to show their face and see the face of others in attendance. Virtual attendance could also mean participating via telephone or audio only.

Let's start with a comparison of attending via telephone versus video. Video can be an effective tool for smaller groups or one-to-one meetings, as it allows people to see facial expressions and body language, a critical component of communication. However, video works best in situations with a small number of attendees, around eight or less. In my experience, meetings with many people attending via video can become very distracting.

Also, the more video cameras you add to a meeting the higher number of technical problems you're likely to have. So generally speaking, if you have a large number of virtual attendees, I recommend you use telephone conferencing instead of video conferencing. There are downsides to telephone attendance though. While it's fairly simple for anyone to jump right into a meeting via phone, it's hard for each person to have an opportunity to be heard.

There are many great telephone conferencing options on the market that will allow a leader to see all the attendees who are on the call, allow the attendees to indicate they have something to say, and give people an opportunity to be called on one at a time. In any meeting it's the leader's job to make sure that each person has the opportunity to be heard. In a virtual setting it becomes even more important for the leader to ensure everyone has a voice.

Leaders should be especially aware of each attendee and if one person has been quiet the entire time. Ask polite, but direct questions such as, we haven't heard from you for a while, do you have any comment? Just as an effective classroom teacher wants to pay more attention to the students that may be hiding in the back of the classroom, so also should the group leader make sure that all members of the meeting are participating.

One last comment about virtual attendance, later in the course we'll discuss ground rules, such as being on time and having an agenda. Any ground rule or system that you use for face-to-face meetings also applies to virtual attendees.

Find answers to the most frequently asked questions about Leading Productive Meetings.


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Q: This course was updated on 01/03/2012. What changed?
A: This course was retitled, streamlined, and refined throughout, resulting in a slightly shorter runtime. We also added new graphics and a new welcome movie. 
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