¿Cómo se pueden estructurar las reuniones virtuales del equipo para maximizar la productividad?

In today's post covid era with global teams, virtual meetings have become an integral part of the business operations. To maximize the productivity in a virtual meeting we must set the clear objective of the meeting, ensure to choose the right technology, have some rules for the meeting participants like switching on videos, keep meeting concise and try to summarize the discussion in last few minutes with clear actions and responsibilities.

Meeting standards within companies are typically inherited from leadership and decision-makers. A 2021 Atlassian study found that the average employee wastes 31 hours a month in useless meetings, and 73% of survey respondents said they do other work in meetings. Documenting the company's desired meeting standards can save hundreds and thousands of hours yearly and ensure effective and purpose-driven meetings. Yes, it starts with having an agenda and purpose. However, ensuring that meeting "creators" are expected to share an agenda in advance and define the expected outcomes will cut nearly every meeting in half.

While this is true, but the most important part which isn't so visible is the timing of the meeting.Schedule meetings at times convenient for all team members, considering different time zones if applicable. This ensures maximum attendance and engagement.

Mi experiencia profesional, post pandemia, me enseño y ratifico que los medios para interactuar siempre fueron muy diversos. Desde mis inicios y por los países a cargo, las reuniones eran mediante las diversas plataformas existentes en aquellos años, combinando la presencialidad con la seudo virtualidad. Sin perjuicio de aquello, hoy existen diversas plataformas robustas en servicios SaaS, las cuales facilitan las interacciones, pero no deben eliminar la Interacción Presencial, ya que somos personas y nos debemos a ellos.

Establishing a set of "standard" tools for meetings, collaboration, documentation, and accountability/follow-through is a must-have in a virtual or remote scenario. Not only does it ensure time isn't wasted searching for the right "tool," but it also ensures that the company's data and decisions are located in tools administered by the company. If a tool needs to be included, or employees want to use something not approved, ensure a process exists to evaluate and support the tool before first use. In virtual settings, much of the company's intellectual property will be created or discussed in these tools. Protecting the company's IP, customer data, and strategic discussions should be a key consideration for executives.

In my experience, leverage collaboration tools for seamless communication and sharing of resources. While this is essential, do not forget that tech can fail. Hence, assign specific roles (e.g., note-taker, timekeeper) to team members for structured participation and accountability.

Through painful and hard-earned experience, I've learned that establishing meeting standards and a culture of accountability are powerful levers to boosting your team's productivity. Training your team or organization on a few simple areas can immediately improve meeting etiquette: 1. Agenda & Outcomes: Require them to be shared before the meeting. 2. Pre-work: Pre-work should sent or requested with enough time to prepare. (Pre-work should be the norm, not the exception) 3. Less is More: Train employees on how to identify the right attendees. 4. Documentation: Use consistent tools and practices for "meeting minutes," notes, and action items. 5. Action Items: Assign clear action items and track them where the owner can add context.

Al final de la reunión se deben establecer compromisos, especificando a los responsables para cada uno, la métrica bajo el cual se medirá el cumplimiento o el avance, la fecha de la siguiente reunión (en caso estas no se hubieran establecido con anterioridad). También se debe señalar si las dificultades comentadas en la reunión anterior fueron superadas, y si han surgido otras que limitan el cumplimiento de los compromisos. Las acciones para superar limitaciones también deben formar parte de los compromisos.

These are essential too - -Adhere strictly to the scheduled meeting duration to respect everyone's time and maintain focus. -Do not forget that tech can fail. Hence, assign specific roles (e.g., note-taker, timekeeper) to team members for structured participation and accountability. -Keep the meeting size manageable, ideally between 4 to 12 participants, to ensure everyone has the opportunity to contribute.

In addition to setting clear objectives and roles, leaders should consider the emotional well-being of team members. Virtual meetings can feel isolating, so it's essential to allow time for casual conversation to build rapport and maintain team morale. Implementing strategies to foster a sense of community, such as virtual team-building activities or starting meetings with personal check-ins, can significantly impact team cohesiveness and productivity. By acknowledging the human aspect of virtual work, leaders can create a supportive and inclusive environment that maximizes team productivity.