Tuesday's Tip#15: Awesome Virtual Meetings and My Review of Most Popular Tools including Teams, Skype and Zoom
87% of People Feel More Connected with these Virtual Meeting Tips
You're running meetings that were supposed to be in a conference room, conducting training sessions that were scheduled to be face to face and replacing in-person check-ins. In these unprecedented times, with most of us quarantined at home, our virtual communication skills are more critical than ever before.
I've been working remotely with clients and providing virtual training and facilitating meetings for almost 20 years with a Masters degree in Education technology, I thought I'd share some tips and tricks that will help you - whether you're a virtual newbie or you've been working from home for years. Now we're all being forced to learn them and the playing field is pretty level with everyone figuring things out together so roll your sleeves up and let's dig in.
Common Fears Now that you're Working from Home
- You're afraid your boss doesn't think you're working enough and let's be honest - companies are laying off so it's important for you to convey what you're doing without over communicating.
- You want to make sure your direct reports feel connected to you but without over-communicating or micro-managing.
- You're overwhelmed trying to figure out which tools to use.
- How to virtually connect to colleagues you're used to having in your office and share files.
- Distraction. Need I say more?! Whether it's your roommates, your spouse, kids home-schooling or the dishes or the laundry, it's real!
3 Tips for Successfully Engaging in Virtual Meetings
1. Turn on the video.
I know, I know. You've been nervous and haven't done this before. Just do it! It will make you feel so much more connected to your colleagues, clients, customers. When we are all isolated - and we don't know for how long - this helps…REALLY!
Fun statistic: 82% are less likely to "multi-task"on a video call versus an audio only conference call.
2. Schedule check-ins with key employees, managers and teams.
When you all worked in the office and saw each other - this was less important because many of these conversations happened organically. If you're working on projects and have key people you usually see - schedule regular check-ins.
Fun statistic: 87% of those surveyed feel more connected to a team when using video conferencing.
3. Make it Personal.
In this surreal time, take the opportunity to connect personally to colleagues, managers and clients. Remember, this new virtual office means different things for different people. Some people are inundated with trying to home-school their kids along side their already full plate at work. Others have spouses or family members that have lost jobs or reduced income. Some people are isolated and their only connection to people is work. Others are trying to care for elderly parents or relatives. Some have household members with compromised immune systems and they are battling fear. Be sensitive and kind and take the opportunity to connect personally with people. Ask people how they are and LISTEN!
Break it down. What exactly are you trying to do virtually.
Think about the types of things you need to do virtually so you can pick the right tool to replace what was done in person. Keep in mind, you will probably need to use different tools for different things. For example, if you're conducting an online training for 20+ people - you're not going to use the same tool as you would for a one-on-one check in with a direct report. Here are some of the most common things people are needing to do virtually:
- Internal staff, team, or project meetings
- Direct report/manager touch base
- Client meetings (one on one or group)
- Conduct or facilitate training/presentations
- Collaborate on files with colleagues
- Plan and manage projects
I'm not going to address all the fears in this post - so subscribe to my weekly Tuesday's Tips and look for upcoming ones where I will highlight things like effective file collaboration, best tools for virtual presentations and online training, and virtual tools for planning and managing projects. SUBSCRIBE HERE
5 Tips for Awesome Virtual Meetings
- Test your tools. If you haven't done a lot of virtual meetings - call your friends and family and test the tools and become comfortable.
- Check your background. Notice what will show up in your background. It doesn't have to be perfect but make sure it's tidy and neat. Depending on the tool - you can use a virtual background. :)
- Check the lighting. Make sure you have checked the lighting. Again - no one is expecting professional lighting but do the best you can. Having a window and natural light in front helps.
- Test your sound. If possible, use a headset. In general, using your computer's speakers often create an echo and make it hard for others to hear. Also - seems obvious but use mute when you cough, sneeze, talk to someone in your house. If you're late to a meeting - mute yourself before jumping in so you don't interrupt.
- Shorter is ALWAYS better. Let's be honest - this isn't just a virtual meeting tip. Keep your meetings short and to the point. Especially now - people are juggling so much at home and sometimes the stress of trying to keep everyone quiet in the background is real.
Know your Tools. And no - not the hammer Jim :)
As one of my colleagues said, sometimes the "preferred" tool is a hammer :). I'll skip reviewing that one - but I get it. Sometimes it seems like the best one.
Most likely you've used some type of virtual meeting software in the past but suddenly - it's the MAIN way you're communicating with not only external clients or customers but also internal colleagues you're used to sitting next to in an office. So it's important to assess the software you have and maybe learn some new software depending on your needs over the next few weeks.
Tip: Figure out what your company already has and learn it and use it. Odds are you will most likely need to use a few different tools so here's a brief overview along with some tips on each.
Tip: Use the tool you know. If you've been using a tool for meetings or video conferences, you don't necessarily need to adopt a new one. If it can do what you need - now isn't necessarily the best time to learn something new if you don't have to. Sometimes we "have to" but sometimes we can use what we know and that puts some familiarity where there isn't much these days!
Quick Review of 3 Most Common Virtual Meeting Tools
There are literally hundreds of tools and ways to connect virtually these days. I'm picking 3 of the most common ones to review.
Microsoft Teams
Best for: Internal communication - video meetings, one-on-one video calls, screen sharing, chatting with colleagues you're used to sitting next to. Teams can also do large meetings but really shines on smaller meetings. Meetings are limited to 250 participants.
Need to know: If you're inviting external users to a Teams meeting - they will need to get it and have either an existing Microsoft account or setup a free account. I usually ask before sending a Teams link if they have Teams.
What Kari Says
Honestly, this is by far my favorite. I have been using it for a while but to be honest - I hadn't fully adopted it until recently. And now that I have, I LOVE IT!
Microsoft PROMISES that soon you can have more than 4 windows on a Teams video call.
Quick Overview
If your organization uses Microsoft Office and you're using the most current version, Office 365 (aka O365), you probably have access to Teams. Check with your IT point person (and be SUPER nice - they are TOTALLY OVERWHELMED with getting everyone setup to work from home). If you're like most users I work with, even if you have it, you haven't used it much - or at all. These is a Teams app that can be used on a phone.
If you want a quick overview - check out my recent blog post INSERT LINK to get a brief overview.
Cool Things about Teams
- Tightly linked to Outlook. Because it's a Microsoft app, it's super easy to have ad-hoc meeting and calls and share screens.
- Makes video SUPER easy!
- You can blur your background so if you haven't had time to clean up your new office space - no worries :)
- There's a phone app that works easily too.
- There are fun emoji's and GIF's you can use in the chat.
- Easy to share files and co-author documents in meetings or chat windows.
- Upload your documents to OneDrive so you can collaborate/co-author live and in meetings. SO COOL!
Skype
Best for: If your organization uses Skype for Business and doesn't have Teams yet, use it for internal communication - chats, video conferencing, and video meetings. Use for external client or customer meetings since it's been around a long time - most people have it. Meetings are limited to 50 participants.
Need to know
There are multiple versions of Skype. Skype, a personal version and Skype for Business. Skype for Business is set to retire this summer (2020) so if you're company uses this internally, you'll most likely be learning Teams soon! For more information on Skype, Skype for Business and Teams https://support.skype.com/en/faq/fa34551/what-s-the-difference-between-skype-microsoft-teams-and-skype-for-business
What Kari Says
If your organization hasn't deployed Teams yet - you can use Skype for Business for some of the same things included as uses for Teams. Also, Skype has been around for a long time so a lot of people have personal Skype accounts.
Quick Overview
If your organization uses an older version of Microsoft Office you probably use Skype for Business. You maybe have primarily used it for chatting with colleagues. You can also screen share and video conference. You can invite external users to Skype meeting too. Skype is an app and can be used on a phone.
Cool Things about Skype
- Linked to Outlook. Since it is also a Microsoft App - it's easy to setup meeting in Outlook that are "Skype Meetings."
- Use fun smileys and emoticons in IM (chat) windows.
- You can easily share screens and files in the IM windows.
Zoom
Best for: External video conferences, meetings and presentations. Great for large meetings. Can more easily be used for people who don't have a Microsoft account setup.
Need to know
There are multiple versions of Zoom but the free version can be used by anyone even without an account setup which makes it easy entry tool to use for almost anyone.
Quick Overview
These days - it's all the rage so almost everyone has heard of it or used it as this point. Zoom has a variety of versions you can use including the free one which I'll review. But know if you have other specific needs, such as healthcare, they have targeted versions. I was watching late night tv the other night - and even Jimmy Fallon was "zooming" with guests. Although Zoom is highlighted as a meeting too, it can also be used for one-on-one meetings and can be especially effective for connecting with people outside your organization.
What Kari says:
Because Zoom is easy and free - so if your company doesn't use anything already - this can be an easy entry tool or a tool to use alongside Teams or Skype for external client or customer meetings.
Cool things about Zoom (free version)
- If you have more than 2 people - meetings are limited to 40 minutes. Conversely, there is no limit if you are just doing a one-on-one meeting.
- There is no limit to the number of people you can have in a zoom meeting but you can only see 20 per page on a computer.
- There is an Outlook Plug-in to make scheduling meetings seamless right in Outlook.
- FAVORITE THING: In the video settings - there is a "touch up" my appearance feature (aka remove some of my wrinkles ;-))
If you or your organization need help implementing, training or getting up to speed on any of these tools. Reach out to me at [email protected] I'd love to help and have some really great resources available for individuals, companies or departments.
Share your Skills
If you've been working from home for a long time like me - you can help your colleagues and it's also important to remember they might be still trying to get the hang of it. In fact, I'd argue you can be not only be AS effective, but even MORE effective. And if we're looking at the silver lining - let's be honest, most of these are skills we wanted to learn but just never put the time into it.
Sources
https://www.bluejeans.com/blog/video-conferencing-features-benefit-of-video-conferencing
https://www.pgi.com/blog/2019/08/4-surprising-stats-that-show-the-true-impact-of-video-conferencing/
