The success factor of any meeting depends on various factors. Out of the lot, many business owners believe that the success rate or the positive outcome of any meeting depended on “the participation and application” factor of the meeting.
This means that if the meeting was to be termed successful, the participants of the meeting must be able to carry out all the tasks discussed efficiently leading to better development of the company/product. The factor that controls this depends mainly on three things and that indirectly also contributes to the effectiveness factor of the meeting as well.
The growth of Remote Meetings
Remote meetings have been the go-to option for many companies since the advent of the improvement in communication technology. The option was widely accepted but wasn’t utilized as expected. That is where the pandemic proved to be the game-changer.
The onset of the pandemic pushed companies to look for options to maintain operations afloat and effective meetings played a major part in it. With more than 45% of new virtual office business owners opting for remote meetings, it is safe to assume that they are well aware of the advantages that these virtual/remote meetings come with especially for meetings with remote employees and clients.
There are certain parameters and key areas of focus that one needs to concentrate on before proceeding to have an effective meeting with remote employees or clients. With all the cards played right, you can be hosting effective remote meetings within no time.
Virtual office Parameters governing the effectiveness of a Remote Meeting
There are parameters that a virtual office offers that directly improve the effectiveness of a remote meeting. Some of them include;
Feasibility of the Meeting
When it comes to any meeting, the feasibility of attending the meeting should be just right. Virtual offices offer just that. With the comfort of attending the meeting from anywhere, the feasibility of attending remote meetings is massive. This means that the attendees would be more than happy to attend the meetings as they are not entitled to travel to a meeting place to have a meeting.
According to a performance feedback survey taken on companies that used remote meetings, it was stated that nearly every meeting saw at least 90% of attendance in every meeting. The contribution to the fact was mainly because the employees or the attendees felt that the meeting was feasible to their schedules.
Video recordings are the new minutes of the meeting
Conventional meetings usually had minutes of the meeting that were aimed at covering the various things that happened during a meeting. The actual problem with this process is that it was impossible to cover all aspects of the meetings and these minutes sometimes lacked crucial information due to human errors. But with remote meetings, that is off the table.
Most of the remote meeting software gives the host the ability to record meetings. This eliminated the need of creating ineffective minutes of the meeting that proved to improve productivity and also not miss out on critical data that were crucial to making important decisions.
The costs are down by nearly 70%:
Usually, meetings are conducted in-office. This means that that included electricity charges, hospitality charges, and stationary charges. As much as this seems to be a mere cost to incur, repetitive meetings can compound these costs to higher ranges. This is completely taken from the table when it comes to remote meetings.
The only cost that remote meetings incur is the cost of internet and data connectivity that usually is a part of the reimbursement costs. This cuts the costs by nearly 70% to an actual meeting.
More control over speed and productivity:
Effective meetings also mean that they must be fast, to the point, and get critical decisions taken right. Remote meetings are proven to effectively work on these parameters rendering the meetings to be effective.
Remote meetings have stable control over the agenda, more opinion facilitation options which are not easy in an actual meeting. Therefore with a remote meeting, you are able to achieve faster and effective outcomes that are a result of everyone’s opinion taken into consideration. When the meeting is effective, it directly lays a positive influence on the productivity of the company and its operations.
Focus and concentration are more:
Focus and concentration of the attendees is an essential factor that directs the effectiveness of any meeting. Remote meetings are proven to improve these factors significantly leading to more effective meetings.
This is mainly because the point of concentration for all the attendees is towards a single screen. This means that the host or the attendees are more aware of his presence in the meeting when compared to a normal meeting.
Pro-tip to have effective Remote Meeting
Remote meetings just like normal meetings can prove to be ineffective if not done right. This means that merely taking up a remote meeting option does not signify effective outputs.
Opt for the stewardship mentality towards one’s time in the meeting:
The success of any meeting depends on what the attendees think after the meeting ends. This means that if they think the meeting was of good use of their time, then that means your meeting was effective. If they think of the opposite, probably you didn’t offer value as you should have been doing. That is where stewardship mentality comes into play.
Stewardship mentality means taking complete responsibility for the meeting and paying heed to the importance of the time of all attendees. In this way, you are affirming the fact that the meeting is being conducted in the best interest of putting one’s time to best use. Stewardship mentality helps in achieving the positive output for any meeting and this has proved more effective for remote meetings as well.
According to the management school at MIT, it is stated that remote meetings are said to be 50% more effective when the host of the meeting opts for the stewardship mentality. There are some things that you can do to make sure that you adopt the stewardship mentality.
- Start and end meetings on time.
- Make the agenda short and crisp and stick to it.
Physical meetings have been the norm for many decades, but with developments in technology and situations, that is changing. Remote meetings are proven to be effective to improve productivity rates and improve traction between the various teams that run a company.
Such a factor is essential, especially for a newly-established venture. It is vital to notice that new business owners are seen to have an affiliation towards the virtual office and the main reason is that the productivity and focus are more leading to more stable operations. Remote meetings are one of the many that contribute to the same.
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