Over the last five years, hybrid and remote working have permanently altered the trajectory of office work, rendering meeting rooms obsolete.
This means a lot of business plans and company updates now take place online, and the reality is that trying to collaborate with some people in physical spaces while others join remotely can make team meetings difficult to navigate so that they are engaging for both parties.
So, how can companies that use hybrid or remote working models maximise productivity and inclusivity in virtual meetings while keeping them engaging?
Raphael Allstadt, CEO of AI notetaker platform tl;dv, has provided his top tips on how companies can make virtual meetings more engaging with the use of tools like AI notetakers.
What Are The Most Common Issues With Disengagement In Virtual Meetings?
Disengagement in virtual meetings is a common occurrence and challenge for lots of businesses, and often stems from a mix of technical and communication issues.
Allstadt explains that this can include, but is not limited to, lack of clear purpose in a meeting or participants not knowing what their role is, as well as overloading too many meetings at once, which can lead to Zoom fatigue, decreased focus and a lack of energy to concentrate on what is being discussed.
As well, participants who work from home may experience more frequent interruptions from family, pets or their environment, as well as technical difficulties such as poor internet connections or audio problems that can frustrate participants and lead them to disengage.
Allstadt continues that these issues can be easily resolved with the right approach and technology in order to make virtual meetings a success and useful for all those involved.
What Are The Solutions?
Consider Whether The Meeting Is Necessary
When planning a virtual meeting, first consider whether it's actually needed or if the information could be shared effectively via email or instant message.
Many organisations schedule frequent meetings to maintain communication, but sometimes a quick update on the team's messaging platform can be just as, if not more, effective at keeping employees informed and engaged. Sharing updates this way, rather than creating unnecessary meetings can also reduce the pressure of accommodating different time zones and schedules.
Before scheduling your next meeting, pause and consider if it's truly required.
Level The Playing Field With Technology
Technology can also help create a more engaging and unified experience for virtual meetings.
Tools like AI notetakers can work in the background, recording conversations, highlighting actions, and capturing feedback. This allows participants to focus on listening and contributing to the discussion without the distraction of note-taking.
Features such as breakout rooms can also facilitate brainstorming sessions, while polls and surveys ensure everyone, regardless of location, feels included and engaged.
Improve Meeting Structure
A well-structured meeting can also keep team members engaged. Sharing clear objectives and an agenda beforehand, using an AI notetaker tool, can also help set expectations and encourage efficiency. (meetings should ideally be less than 45 minutes).
You should also consider assigning roles within the meeting to both remote and in-office workers, as this ensures equal opportunities for participation.
Use Games And Icebreakers
Games and icebreaker activities are a great way to maintain engagement in virtual meetings, especially for hybrid teams. You want to avoid the meeting becoming a lecture where people passively listen and multitask.
Start by asking a thought-provoking question as an icebreaker, or introduce games and quizzes throughout the meeting to test understanding of the material and encourage active listening.
Request Feedback
Finally, one of the best ways to understand how to keep hybrid employees engaged is to ask them directly. Gather feedback on what they feel is missing or what would help remote workers feel more included.
This can be done through live feedback web chats during meetings, polls and surveys, or by using an AI notetaker platform to generate feedback and action points for future meetings.
