Virtual meetings to double in 2002

Tips from virtual-meeting experts to help you lead or participate in a telephone or video conference call

As corporate travel restrictions increase due to the Sept. 11 events, companies are conducting more virtual meetings (telephone conference calls or conferences using live video images of participants.)

Nearly 20 per cent of employees have led 10 or more virtual meetings in the past year and that number is estimated to double in 2002. Fifty-five per cent of companies in the U.S. say they intend to significantly cut travel budgets in 2002.

Global HR consulting firm, Development Dimensions International (DDI), has advice for people who run or attend virtual meetings.

Virtual-meeting tips from DDI
(A more complete list of tips can be found at www.ddiworld.com/inthenews.)

Preparing for a virtual meeting

1. Invite no more than eight participants.

2. Ask the company IT director to sit in on the virtual meeting.

3. When scheduling the meeting, be aware of time zones and choose a time that is acceptable to everyone.

4. Test the technology well in advance of the meeting.

5. Create and distribute a communication list that includes all of the participants’ telephone, cell and fax numbers, e-mail addresses and office locations. Also, include an emergency phone number for participants to call if technology problems arise.

6. Allow extra time for the meeting to deal with unexpected technology difficulties and late starts.

7. Distribute background information, the agenda and reference material well in advance of the meeting to allow for ample preparation time.

8. Establish a site on the company intranet for participants to monitor progress, reference materials and post materials.

9. Confirm that all meeting participants have access to and know where to find the background information, technology and intranet site.

10. Have a contingency plan if the technology fails.

Leading a virtual meeting
1. Start with a roll call.

2. Designate a note taker so that participants can focus on the meeting.

3. Make the meeting brief and narrow in scope; present information in short chunks.

4. Frequently check for understanding and prompt people to participate.

5. Take short breaks to maintain energy.

6. Encourage involvement of both remote and local participants.

7. Review action items at the end of the meeting.

Follow-up after a virtual meeting
1. Distribute the meeting notes and action items via e-mail or fax and post on the intranet site within one to two days of the meeting.

2. Send meeting notes to those that were unable to attend.

3. Ask participants for feedback.

Attending a virtual meeting? Here’s how.
The best thing to do is prepare. The key ways to prepare for virtual meetings include:
1. Read all advance materials.

2. Double-check the location, Web site (if used) and technology in advance.

3. Hook in 10 minutes early.

4. Mute your phone when you are not speaking and don't rustle papers when you are.

5. Identify yourself and the person to whom you are speaking each time you speak; say "Thank you" or "That’s my thought" to signify that you are finished.

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