- Establish meeting norms in advance. Such things as muting microphones when others are speaking, not talking over each other, avoiding multitasking, and posting questions and comments in chat boxes or other appropriate places for later attention are some examples. Of course, we need to provide reminders and encourage compliance when norms are ignored.
- Develop short, focused agendas. Online meetings can feel more exhausting than in-person meetings as participants have to pay closer attention to observe non-verbal messages, may feel isolated from other attendees, and have difficulty remaining attentive as they experience distractions in their physical space. Short, focused agendas can encourage participants to stay engaged. Efficient introductions and engaging ice breakers at the beginning of the agenda can build comfort and connections and create readiness for discussion and other forms of meeting participation.
- Provide time for reflection and responses. During face-to-face meetings it can be easy to read the readiness of participants to make a comment or present a question. Online meetings typically make this task more difficult. Consequently, we might be tempted to move on rather than wait for responses or be tempted to cut off discussion too early. Also, slight time delays in the technology can lead us to inadvertently talk over someone else. Slowing the meeting pace and allowing time for more deliberative discussion can make an important difference.
- Monitor and manage time. When meetings begin to wander, so does attention. When discussions feel as though they are dragging out, frustration can quickly build. Consider setting and minding timelines for discussion to support focus and keep the meeting moving forward.
- Summarize key decisions and follow-up. Of course, summaries and follow-up clarification are important components of any meeting. However, in online environments it is even easier to lose track of what tasks will be performed, who will be responsible, and when they will be completed. The end of the meeting can also be a good time to clear up any confusion, answer any remaining questions, and evaluate the quality of the meeting.
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Communication, In Your Corner, Planning
Five Secrets to Successful Online Meetings
The growing prevalence of online meetings to conduct important work while practicing physical distancing and reducing logistical challenges associated with the pandemic has led to the coining of terms like “screen fatigue” and “virtual meeting burnout.” Of course, there are issues and items that need the collective attention and engagement of groups and teams within our organizations, so avoiding online meetings is not necessarily the answer. Still, the feelings are real. The good news is that there are steps we can take to make online meetings more productive, efficient, and satisfying.
As you prepare for and conduct online meetings, here are five strategies that can make a positive difference:
In Your Corner, Leadership and Change Management
Five Things Your Staff Needs From You Now
Hopefully, you and your staff are settling into what has become the “new normal,” at least for now. Of course, not every issue has been settled and more challenges likely lie ahead. Meanwhile, ongoing uncertainty and disruption are predictably resulting in high levels of stress and confusion among those who are depending on your leadership.
Obviously, we cannot control all of the variables and predict everything that lies ahead. The good news is that most people do not expect us to. However, they are watching closely to see several signals and behaviors in our leadership. The more of these elements they hear and see, the more they will trust and follow our lead. On the other hand, if these elements are largely missing in our leadership, we can expect more questions, greater resistance, and increased criticism.
- Clarity. Those who are depending on us to show the way forward, point attention in the right direction, and focus on what is most important want assurance that we are clear about our priorities. They want to know that regardless of what happens we will not abandon the mission of the organization, compromise key principles, or abandon long-held, shared beliefs. The greater clarity they see in us, the more confidence they will feel that our decisions will be well-grounded and driven by what matters most.
- Confidence. We may not always feel confident in the choices we have to make or our personal skills to prevail. However, those who are depending on us need to hear that we are confident that together we will succeed. We do not have to be superwoman or superman, but we can be the source of collective confidence and mutual reassurance of the power we possess when we work together.
- Commitment. Most indications are that we will be in the fight against the virus and the disruption it is has created for some time. Our persistence, grit, and unwillingness to become distracted can offer a powerful model for others to emulate. It also offers reassurance that we will do our best and not quit on them or the work to be done.
- Empathy. The challenges we face are shared throughout the organization. Of course, we are most aware of the pressure and difficulty we are experiencing. Yet, stress and challenges are a part of life for just about everyone. People need to hear and feel that we understand their experiences, appreciate their struggles, and are committed to supporting them. In truth, we can never show too much empathy.
- Vulnerability. While those around us want to trust and have confidence in our leadership, they accept that we do not have all the answers, nor should we. Our willingness to ask questions, accept advice, and listen to varying opinions communicates authenticity, not weakness. Allowing others to contribute and invest in finding solutions and solving problems creates a sense of shared commitment. It can also serve us and the organization well when the unexpected happens or we need to change course to move forward.
In Your Corner, Leadership and Change Management
In Your Corner, Thinking Frames
In Your Corner, Leadership and Change Management
In Your Corner, Leadership and Change Management
Share Your Tips & Stories
Share your story and the tips you have for getting through this challenging time. It can remind a fellow school leader of something they forgot, or your example can make a difficult task much easier and allow them to get more done in less time. We may publish your comments.
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