How to make the most of modern meetings

#MakeMeetingsWork

The modern workplace is a dynamic environment that is constantly engaging and requiring much of us. The current challenges that have been fueled by the Covid 19 pandemic have forced us to rethink work and the ways in which we relate to each other. Granted many changes were already taking place where we were beginning to chose remote work over the standard work settings and terms such as telecommuting, telework, work from home, work from anywhere, mobile work, flexible workplace, virtual work and distributed work were becoming more commonplace. The emergence of a language to describe a new way of thinking about work also led to the growth of co-working spaces and a marriage between eateries and offices where people could sip a cup of coffee while finishing off some project on a laptop computer. 

So what we have to acknowledge first is that there has been a major shift in thinking and an appreciation of work as a very broad term encompassing many different aspects. With this in mind the head of a company or an organization has had to adjust to the idea that they will often be dealing with an employee who is not necessarily at the desk in a standard space but that maybe seated in a cafe or on a bus somewhere with a phone instead of a laptop or computer but with the intent of being present in the moment for an important meeting. 

Here we come across the second idea which the leader will deal with having identified the broad definition of work and that is the need for a standard method of communication and the need to have the right tools to make this happen. By tools we mean software and hardware. Once we understand that for work to take place people have to engage each other effectively, then we have to deal with the problem of getting them on the same page. This is where the remote working tools come in for example Slack, Zoom, Trello, Asana, Dropbox, Google Drive, Basecamp, Microsoft Teams, ProofHub, iDoneThis, Time Doctor, Evernote, Google Workspace, Team Viewer, Miro, Harvest, Chrome Remote Desktop and Project Management Software. The third question then has to do with what how this engagement will take place. Will it be on mobile phones? Or will it be on computers and laptops or other mobile devices? Will this meeting be aided by technology and if so what level will be employed? Three way calls are aided by technology which some may consider ancient given what you can do with voice over IP but the former may in some circumstances achieve the objectives of the latter. 

These are decisions that the manager has to take regarding what forms do hardware will be utilized to make these meetings happen. But this is always followed by the software part that has been partially discussed in the previous section. Some of the tools that we mentioned are useful for direct video and voice conversations with some exchange of text as is the case with say Zoom and Google Meetup. The types of tools that the leader choses determine what form the meeting will take and these decisions are entirely up to the leadership team. 

Some people will prefer to attend in person with the video link up other will prefer to attend with just a picture or avatar with the voice being the main means of communication. Others as in the case with zoom will prefer to communicate through the text portion of the tool that allows conversations to take place during the video and voice chats except these take place in text. There are rules here to observe too and some may not feel comfortable being seen preferring instead to write out their comments in the section provided. Give these types of people room at the end to speak if they so wish but realize, that there are about three levels of engagement. Video, Voice and Text.

Another important idea about the software that you provide is that when these meetings are taking place, the software becomes the great equalizer. At the level of software there really is no difference between those who are currently in the office and those who are located in a remote location except maybe speed of connection. 

There are tools that are available that allow you to work on projects with others in teams. Here make sure that your teams are assigned well and that there is a hierarchy. Make sure that tasks are accomplished and that there is a reward system. The goal of the organization is to fulfill its mission and vision though its work with this in mind the meetings can be designed.  Ensure that the overall leader has a chart of some type that shows clearly who is assigned to what function so that everyone is given an opportunity to engage. It is a good idea to make sure that your teams and your staff have the right tools (lights) and that they have adequate connectivity to make the meetings happen. Also take some time to invest in some adequate security especially if your meetings will be taking place in different areas where you have a limit of control.