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Tag Archives: Virtual meetings

Schedule the best virtual meeting by following these rules


VideoConferenceIn my last blog, I have talked about some ways through which you can schedule a perfect virtual meeting. Thus, I will continue my discussion in this blog, and provide you with some more tips to make your next virtual meeting perfect.

Allow extra time: If you are scheduling a virtual meeting for the first time, then please schedule some extra time for dealing with the technical challenges that you might face during the meeting startup. Use this extra time to work out glitches that often occur with new technology. Over time, when your team members are familiar with login or startup procedures, you can then reduce the meeting duration by the amount of time that you might have otherwise spent on connection issues. If you have a new member joining your team, then you should arrange a trial meeting to check connections and ensure that the new member is up to speed before a larger group meeting.

Provide more lead time: The lead time required for virtual meetings might be longer than for in-person meetings, since in addition to the virtual space, you need to ensure that all participants have the necessary information about the meeting before they join in. It is your responsibility, as an organizer of the meeting, to ensure that every team member understands the goals of the meeting and has sufficient time in order to prepare for it. After all, if critical decision makers or technical experts are not prepared in the meeting due to short notice given to them, then you will end up scheduling a second meeting for the same agenda.

Provide detailed information: If you are going to organize a virtual meeting with multiple people joining in from multiple locations and through multiple means of communication (phone, video, etc.), then you need to be more detailed in your meeting requests. Meeting agenda should at least specify this information: name and contact information of the person calling the meeting, meeting purpose, meeting start time and expected duration, names of invited attendees, meeting location including connection information, phone numbers, URLs, connection passwords or login IDs, or any other information attendees need in order to participate, and list of the topics to be discussed and time limits for each topic. If you do your homework in creating your meeting agenda beforehand, then you won’t have many issues during the meeting itself.

Invite limited people: Virtual meetings are often encountered with various challenges from time differences to technology difficulties, and hence, you shouldn’t try to complicate things by inviting people who are not needed in the meeting. Make sure that you have everyone in the meeting who needs to be there, but don’t over crowd the meeting with the people who are not needed there. By inviting limited people in the meeting, you will be able to keep everyone focused on the task at hand, and there will be less of a chance for any confusion due to people talking over each other on the phone or video conference.

This is the end of my two part blog about scheduling a perfect virtual meeting. I hope, these advises can help you in scheduling your ideal meetings. If you have any recommendations from your side, then please feel free to share it here through your comments. Thanks – Bhavin Gandhi

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What should you look for when hiring someone in your virtual team?


Virtual InterviewVirtual Teams are slightly different from your normal teams, and hence, they require slightly different skill-sets from your team members. Working in a virtual team is not for everyone, only certain types of individual can perform well in a totally remote team. They should be highly motivated, enthusiastic, and flexible. Thus, it becomes very important to hire someone who can work effectively with minimal supervision than hiring someone who is familiar with a particular toolset. And hence, I would like to provide you with some tips through which you can assess the personal qualities and the tools experience of a candidate during his/her interview.

Technology competence: If you are hiring someone who can work remotely, then you need to make sure that she is comfortable with technology. You can perform a simple test during the interview itself to gauge the competence of the candidate with technology. Just set up the interview using the technologies that you would use when working with the team, such as VoIP, web cams, email, instant messaging, and so on. It will quickly become apparent how comfortable the candidates are with working with the technology and how they handle it when things go wrong.

Self-accountability: Here is where the behavioral and scenario-based questions come into play. You should ask very specific questions which can help you understand how the candidate reacts to a big problem and how she holds herself accountable for the work that she does. You can ask questions such as… How do you organize your workspace? How do you plan your day? How do you keep up with the office when you are traveling for work? How do you manage distractions when working from home/office? What types of distractions are the most difficult for you to overcome? Etc. With these questions, you are trying to find out if the candidate can work on their own, or will they require hand holding to perform their basic tasks. After all, working in remote team is no joke.

Ability to work remotely: Once the candidate answers your questions, ask more detailed questions that examine the candidate’s motivations and behaviors. It is very important to find out how comfortable is the candidate with working remotely. Ask specific examples about the time when the candidate has worked remotely. Tell them to elaborate on their experience. For example: How was your experience working remotely? Was it positive or negative? What did you not like about that experience? What organization techniques have you implemented to identify your priorities? When working virtually, how do you establish a rapport with teammates you have never met? By asking these questions, you are trying to figure out if the candidate is comfortable working remotely, and how she will fit in your remote work culture.

Synergy with your team: As with any hiring decision, skills alone are not enough to ensure that a candidate will be successful on your team. The candidates must also possess personality and character traits that fit with the other team members. If you have a choice between someone who is knowledgeable but obviously difficult and someone who is less experienced but enthusiastic, consider choosing the less-experienced-but-enthusiastic person. You will likely have far fewer personnel issues, and may get someone who will build team synergy.

I hope, my blog can help you find the right candidate for your virtual team. If you know any other ways through which we can improve the hiring process for a virtual team member, then please feel free to share it here. Thanks – Bhavin Gandhi

 

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