Introduction
In today’s workforce, remote work is becoming more and more common, particularly after the COVID-19 pandemic. Virtual meetings are now a crucial part of teamwork and communication as a result. Nonetheless, there are advantages and disadvantages to the quick and broad adoption of virtual meetings. Karl et al. (2022) offer an in-depth review of remote meetings amid the pandemic, emphasizing the advantages, disadvantages, and difficulties encountered by employees operating remotely. This report aims to explore the various approaches and methods implemented to guarantee successful virtual meetings in the contemporary work-from-home environment. The articles analyzed highlight the importance of technology, clear communication, and effective leadership in making virtual meetings successful. Organizations must continue to adapt and innovate to ensure virtual meetings are as productive and engaging as in-person meetings.
The purpose statement of this report is to investigate the strategies and best practices that have been put in place for effective virtual meetings in the current trend of working from home.
The objective of the purpose statement is to draw attention to how important and frequently used virtual meetings are in the contemporary remote working trend. Because of the COVID-19 pandemic, which has forced many organizations to move to remote work, virtual meetings are now an essential tool for team collaboration and communication. Thus, the goal of this paper is to investigate and evaluate the different approaches and methods that have been used to guarantee successful virtual meetings in a work-from-home setting.
Strategies for running virtual meetings
Using Enhanced Online Meeting Tools and Tactics.
Karl et al. (2022) discovered that, in the first strategy, virtual work meetings have taken on a life of their own amidst the COVID-19 pandemic. The researchers found a number of tactics that have been used to manage these online gatherings efficiently. Using Enhanced online meeting tools like Zoom and Webex, which enable screen sharing and video conferencing, is one tactic. Teams can now effectively collaborate and communicate while working remotely, thanks to these platforms. Using virtual meeting etiquette, where rules and guidelines are set to ensure polite and fruitful discussions, is another tactic. Using agendas and making pre-meeting preparations is another crucial tactic that keeps meetings on track and boosts participation from every team member (Karl et al., 2022). The study also emphasized the significance of conducting brief and effective meetings with planned breaks to prevent meeting fatigue.
Use of Visual Aids for meeting sharing
Sherpany (n.d.) addresses the concept of productive virtual meetings, especially for remote working teams, in the second strategy. Using visual aids, like slideshows or screen sharing, is one tactic the article mentions to keep attendees interested and concentrated throughout the meeting. This keeps the conversation focused and helps to avoid distractions. Establishing ground rules for virtual meetings, such as turning off microphones when not in use and reducing background noise, is another tactic. This contributes to the meeting’s professional and effective atmosphere. It is also advised to use technology, such as digital sticky notes and virtual whiteboards, to promote collaboration and idea generation during virtual meetings. In order to boost participant engagement and encourage active learning, Sherpany (n.d.) highlights the significance of introducing interactive components into virtual meetings, such as polls, quizzes, and breakout rooms.
Adoption of virtual reality (VR) technology
According to The Fast Company (n.d.), virtual reality (VR) will completely change how meetings are conducted in the future, which is the third strategy. The article talks about a virtual reality platform called “glue” that makes virtual meeting spaces more realistic and immersive for participants. Additionally, this platform offers features that can improve the efficiency and inventiveness of virtual meetings, like real-time collaborative editing and 3D visualizations. The usage of avatars in virtual meetings is also discussed in the article, as it can enhance the social component of remote work and give participants a feeling of presence. Furthermore, the physical and mental strain of continuously staring at a screen during virtual meetings can be lessened with the use of VR (The Fast Company, n.d.). Finally, the strategy implies that the immersive quality of virtual reality can greatly raise the efficiency and involvement of online meetings.
Increase of methodical approach to conducting successful virtual meetings
From lessons gained during the Covid pandemic for holding virtual meetings, Davis et al. (2021) offer the fourth strategy of increasing of methodical approach to conducting successful virtual meetings. The necessity of having clear expectations and lines of communication before, during, and after the meeting was one important tactic that this article stressed. This entails laying out the groundwork, creating an agenda, and delineating roles and duties precisely. According to Davis et al. (2021), technology can be utilized to collect feedback from participants and guarantee that every voice is heard, such as through virtual polls and surveys. Effective virtual meeting facilitation and moderation is a crucial strategy that has been mentioned. This entails keeping participants actively involved, scheduling tasks, and handling any arising technical problems. The paper concludes by highlighting the value of reflection and ongoing development, in which the group assesses the success of the gathering and makes the required modifications for subsequent gatherings (Davis et al., 2021).
Maximization of virtual team meetings
Kreamer et al. (2021) specifically address participant and leader perspectives in their final strategy to maximize virtual team meetings. They offer various recommendations for enhancing virtual meetings from the viewpoints of attendees and leaders based on their research. It is critical that participants set up a suitable and comfortable workspace, reduce outside distractions, and participate fully in the meeting. As a leader, you should prioritize setting clear expectations, creating a welcoming and positive environment, and incorporating interactive elements to keep participants interested. Kreamer et al. (2021) emphasize the significance of effectively handling exhaustion and burnout, given that virtual meetings can be emotionally and psychologically taxing for both participants and organizers.
Conclusion
The current trend of working from home has led to the adoption of virtual meetings as a means of communication and collaboration between remote working teams. Through the various studies and articles discussed, it is evident that several strategies can be implemented to run virtual meetings effectively. These include the use of online meeting platforms, virtual meeting etiquette, agendas and pre-meeting preparations, interactive elements, and the emerging technology of virtual reality. One strategy that I prefer to adopt is the use of technology such as virtual whiteboards and digital sticky notes, as suggested by Sherpany (n.d). This can help facilitate brainstorming and collaboration among team members, making virtual meetings more engaging and productive. Additionally, incorporating interactive elements such as polls and quizzes can improve participant engagement and promote active learning. It is important for teams to continuously reflect and improve their virtual meeting practices to create a more efficient and productive remote work environment.
Reference
Karl, K. A., Peluchette, J. V., & Aghakhani, N. (2022). Virtual work meetings during the COVID-19 pandemic: The good, bad, and ugly. Small Group Research, 53(3), 343-365. https://doi.org/10.1177%2F10464964211015286
Sherpany. (n.d.). Effective virtual meetings when working remotely. https://www.sherpany.com/en/resources/meeting-management/effective-virtual-meetings-for-remote-working-teams/
fast company. (n.d.). How virtual reality will transform work meetings – https://www.fastcompany.com/90934372/heres-how-virtual-reality-works-and-how-it-is-going-to-transform-meetings-according-to-a-software-engineer
Davis, R. K., Chunta, K. S., & Gerwick, M. (2021). Virtual meetings: reflecting on lessons learned from the past year to create a systematic approach to more effective meetings. The Journal of Continuing Education in Nursing, 52(9), 423–428.
Kreamer, L., Stock, G., & Rogelberg, S. (2021). Optimizing virtual team meetings: Attendee and leader perspectives. American Journal of Health Promotion, 35(5), 744-747.
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