How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team...

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How to Optimize Virtual Team Meetings

Transcript of How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team...

Page 1: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

How to Optimize Virtual Team Meetings

Page 2: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Virtual Team Builders

Keys to Optimizing

Virtual Team Meetings

Page 3: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Introductions

Claire Sookman

Virtual Team Builders•15 years of Corporate Training Experience

•Specializes in: Virtual Team Building

•Provides: training, consulting, coaching

•Associations: Canadian Association For Professional

Speakers Toast Masters International

Page 4: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Objectives

Identify 6 techniques to improve

your virtual meetings.

Discuss challenges to effective

virtual meeting and develop

solutions to those challenges.

Evaluate meeting best practices.

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Page 5: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Setting the

Ground Work

Page 6: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

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What Is A Virtual Team?

geographically dispersed

collaborate via communication and

information technologies

Page 7: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Next door -

25% chance of

communicating

at least once a week

30’ or more apart -

Only 10% chance of

communicating

at least once a week

More than 90’ apart –

Little communication;

same as miles apart

Communications and DistanceMIT Study

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Page 8: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Same corridor – great

5X as much as…

Separate corridor,

Same floor, much

better than

Degree of

collaboration

Worse

Better

Who?!

What?

Why?!

Separate

floors

Collaboration and Distance Bell

Labs Study

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Page 9: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

What Makes a Virtual Team

Successful?

Day in Your Life

Task related: Processes that help

ensure that each team is contributing

fully:

• Virtual Meetings

• Status reporting

Socio-emotional: Processes

that increase the cohesion of the

group:• Trust

• Camaraderie

• Communication

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Page 10: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Making Your Virtual Meetings

Work

Page 11: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Conducting More Effective Meetings

1. What percentage of people day dream

during meetings?

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Page 12: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

the answer is…

Conducting More Effective Meetings

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Page 13: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Conducting More Effective Meetings

2. What percentage of people multi-task

during meetings?

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Page 14: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Conducting More Effective Meetings

the answer is...…

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Page 15: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Conducting More Effective Meetings

3. What percentage of people

actually doze off during meetings?

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Page 16: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Conducting More Effective Meetings

the answer is....

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Page 17: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

What Disengages You?

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Meetings that do not stay on track

Meetings with no clear agenda

Participants who are outspoken

A poor facilitator

Meetings where your attendance is not

necessary

Page 18: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

6 Techniques to Improve Your Virtual

Meetings

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Page 19: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Technique 1: Create a Graphic

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Page 20: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Connect Remote Team Members

“Buddy-up' local people with remote team

members and encourage pre-conference

discussion/collaboration between them.

Delegate some items of the agenda to

remote team members so they 'take over'

running the meeting.

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Page 21: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Technique 2: Create Ground Rules

Ground rules (TOA) are critical for

managing effective group interaction, but

they need to be tailored to your team.

Examples:

No multi-tasking

Meetings start and end on time

An agenda with associated time frames

is sent 48 hours prior to the meeting

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Page 22: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

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Clarify

Specific

Measurable

Attainable/Achievable

Relevant/Realistic

Time Based

Agenda’s will be emailed 48 hours prior

the meeting

Page 23: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

What rules of engagement would you like to see

on your team?

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Page 24: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Build Relationships

Technique 3: Build Relationships

Page 25: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Personal Idiosyncrasy

Idiosyncrasies?

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Page 26: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

1 2 3

4 5 6 7

How Has Your Week Been Going?

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Page 27: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

It’s in the Mail

It’s in the Mail

Page 28: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

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Page 29: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Technique 4: Provide a Play by Play

Commentary

Page 30: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Technique 5: Provide a Summary

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Page 31: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Technique 6: Conduct an Evaluation

The Team

• Brand new team

• Minimal experience working virtually

• 5 locations US and Canada

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Page 32: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Let’s take a break

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Page 33: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Today’s Game

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Page 34: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Old Raincoat!

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Page 35: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

… and a Nice Tailored Jacket

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Page 36: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Just Love Those Hats!

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Page 37: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Here’s Looking At You Kid

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Page 38: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Honestly I love weekly

conference calls!

If it weren’t for them, I’d

never get caught up on

my email

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Page 39: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Meeting Challenges

Lack of non-verbal cues

Technology limitations or failures

Multi-tasking/distractions

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Page 40: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Lack of Non-Verbal Cues

How do you compensate for the lack of

visual cues?

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Verify that the person on the other

end is engaged

check in with people every 3 slides

or every 6 minutes

Call the behavior

Listen for tone of voice and

pitch

Page 41: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Technology Limitations

What contingency plans can you put into place?

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Have a back-up plan

Have an alternative call in number

available

Send material in advance

If the technology goes down don’t

stress out about it

Page 42: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Multi-tasking

What can you do to minimize

multi-tasking?

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Set up rules of engagement.

Take responsibility to stay focused

Be present with someone-it helps build trust

Address the multitasking if it becomes

disruptive

Remove all distraction

Page 43: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

True or False

True Statement X False

Meeting should be used for status

reporting

A virtual meeting should not exceed 2

hours in duration

Meeting attendees should put

themselves on mute during a virtual

meeting even if there is no background

noise

This statement will encourage

discussion “Is there anyone who would

like to begin?

During a meeting engage your team by

calling on people by name for input

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Page 44: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

Six Techniques to Improve Your Meetings

Technique 1: Create a Graphic

Technique 2: Create Ground Rules

Technique 3: Build Relationships

Technique 4: Provide a Play by Play Commentary

Technique 5: Provide a Summary of Each Section

Technique 6: Conduct an Evaluation

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Page 45: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

What new directions or

actions will I take?

What squared with what

I already knew?

What do I see from a new

angle or perspective?

What helped complete my

circle of knowledge?

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Page 46: How to Optimize Virtual Team · PDF fileHow to Optimize Virtual Team Meetings. Virtual Team Builders Keys to Optimizing Virtual Team Meetings. Introductions Claire Sookman Virtual

The End…

Claire Sookman & Lee Godfrey

416 398 5160

[email protected]

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