What was long the exception is now mandatory. Since Corona, collaboration has taken place virtually. So it’s only a temporary issue? We are certain that the topic of home offices and collaboration via tools such as Skype, Teams or Zoom will remain relevant even after Corona. After all, despite all the challenges, many companies and employees have also discovered the advantages of this work model. Not only as an efficient way for employees to work, but also as a good option for business meetings. Today, we’d like to send you a few simple, tried-and-true home office tips on how to make virtual collaboration motivating and productive:
Tip 1: Weigh whether virtual meeting is the right choice.
There’s no question that virtual meetings are fun and promote a sense of togetherness, even in the home office. But they also eat up a lot of time and disturb others in their work flow. So think carefully: is a virtual meeting necessary because a discussion is required or documents need to be shared and discussed? Or is a short e-mail or a message via teams sufficient?
Tip 2: Communicate the goal of your meeting…
…and stick to it! All participants should know in advance what is to be achieved. This way, they can prepare themselves mentally and in terms of content, and contribute purposefully during the meeting. For example, a clever agenda with a defined result in advance or a written task to prepare the topics can help to keep the goal in mind.
Tip 3: Think carefully about who you need for your virtual meeting
Most of the time, less is simply more. Especially if you can save time and money. In a virtual meeting, the number and selection of participants is particularly important, as more discipline and time are required than in physical meetings. It has also proven useful to distribute roles and associated tasks among the participants.
Tip 4: Be prepared when technology breaks down
A smooth workflow is crucial for the success of your virtual meeting in the home office. Therefore: check in advance if the video conference works and have alternatives ready in case the network is overloaded (e.g. your mobile hot spot). In case of a customer meeting, a test run with colleagues offers security. Include in the schedule the information for a possible alternative plan with possible phone, video or messaging programs.
Tip 5: Stay powerful even in times of crisis
Video and group meetings always run the risk of overloading internet bandwidth. Our tips to minimize your internet-intensive background activities:
1. close all tabs with streaming content,
2. pause cloud syncs,
3. download updates outside working hours,
4. depending on the communication medium, you can set the video settings to the lowest quality.
Tip 6: Turn on the camera for face-to-face interaction
Did you know that between 55-65% of our communication is non-verbal and that we recognize and reciprocate approximately 250,000 expressions of emotion on our face! If you limit a conversation to the purely auditory, you run the risk of losing part of the depth of the conversation. We think: this is reason enough to turn on the camera.
Tip 7: Punctuality is half the battle.
As the host, you have the most influence on the punctuality of the meeting. Be a role model and be ready to start the meeting at the announced time. Plan time buffers between meetings to allow room for breaks and preparation. If it is foreseeable that a meeting will run over, pause the discussion 5-10 minutes before the end of the meeting to define next steps and a follow-up date.
Tip 8: I don’t speak until it’s my turn.
Admittedly, this can sometimes be difficult. But especially in a virtual conversation, this rule is important. As the host, you are the leader of the conversation and decide whose turn it is. Rules for signaling, such as raising your hand or arm, can help here. If the group is too large for a joint meeting, consider a communication platform that enables the „breakout room“ function. In this, you can hold smaller group conversations within large meetings.
Tip 9: Don’t leave anyone out in the cold….
…and try to actively involve all participants. Build in individual times for reflection. Especially introverted participants benefit from this „think first, then speak up“ tactic. Ask questions in a goal-oriented way and make sure everyone has a chance to respond. Delegate tasks, such as taking minutes of the meeting, so you can focus entirely on leading the conversation.
Tip 10: The „next steps“ are yours
Your issue is not automatically resolved and closed at the end of the meeting. As the meeting initiator, you are responsible for defining the next steps, distributing tasks and setting deadlines. This is best done in an „action plan“, which is most efficiently filled in during the meeting.
We hope that our tips have helped you and wish you every success in your virtual collaboration. Just hugge consult virtual office address cyprus. You are welcome!