2017-04-17 How to Conduct Effective Tele-conference (Audio and Video) Update Meeting?

Hi team

Week 3: How to conduct effective tele-conference (audio and video) update meeting?

Why we need meeting when we can send an email to do a business update? Remember the missing elements in an email: voice tone, facial expression, and physical gestures. This is the moment, everyone paying attention at the same time and to the same topic, with richer context. It is more effective to align expectation, call for action, and exchange views. Particularly for business or project update meeting, where everyone is naturally aligned on the same page. As long as you can bring everyone’s attention to the desired story flow, it is not a difficult job to run the meeting.

1. Below are my recommendations for running effective tele-conference (audio and video) update meeting. Send the numbers and points prior to the meeting. Don’t change the predefined format unless it is absolutely necessary. Whenever you change, highlight the changes with reasons before the meeting.

2. Visually highlight those numbers and points you want to zoom in during the meeting. Use page numbers, numbered list and annotation, so that you can always verbally refer to, e.g. page # x, point # y, those numbers highlighted in yellow, etc.

3. Choose the most reliable connection. Use video call whenever it is possible.

4. Start on time.

5. Keep your sentence short during the meeting.

6. Pause and ask for feedback. Keep doing that.

7. Do a quick wrap up for each discussion point. Summarize the action items. A meeting without action is not effective. An action can be derived effective without data/facts, logic or experience. Get all these prepared before meeting so that decision can be made on the spot.

8. Try NOT to mute yourself. If you have to mute, keep your finger on the mute button.

9. End on time. Leave ample time for open discussion. Check with audience whether they are comfortable to overrun the meeting 10~15 minutes before it ends.

10. Send meeting minutes and action plan within the same day.

Regards
Jianghong