Efficient Meeting Technology for Hybrid Teams

It’s a challenge to hold efficient virtual and in-person meetings, particularly when you have a team that works from anywhere. Meetings take time from employees, require them to focus in a distance from each the other, and can lead to anxiety when they do not produce productive results. Fortunately, by following a few best practices for conducting meetings–meeting only when necessary, creating clear and concise agendas, encouraging active participation, and using effective collaboration tools that facilitate discussion and decision-making–managers can make meetings a powerful tool for employee productivity.

After a meeting is finished it’s common for participants to become overwhelmed by the new work that needs to be done. To avoid this, leaders must establish clear goals regarding the next steps that are expected to follow from the meeting. They can then break these goals down into smaller action items that are more easily accomplished. Managers should also ensure that everyone leaves with a clear understanding of their part in the next phase of the project and the specific follow-up tasks.

To prevent distractions during meetings, it’s essential to provide an organized and comfortable space for everyone. Ideally, the meeting space must be quiet, private and well-lit. Additionally, a good meeting room sound system is essential to ensure the ability to communicate clearly when online meetings. A conference call with a dishwasher or dog barking in background can cause miscommunications and hinder attendees from engaging in productive discussions. It is also essential for managers to ensure that teams remain focused by implementing technology which block distracting websites and apps during meetings. The digital agency O3 World, for example, uses an app called Roombot that scans the Google Calendars of the attendees to alert them when it’s time to end the meeting. The app dims the lights of the click for more conference room during the last minutes of the meeting to deter participants from checking their smartphones.

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