New office tech is being developed left and right, whether it’s a new 4K camera or software that can digitize your whiteboard and stream it in real time (hint: have you heard about PanaCast Whiteboard?). While we now have advanced technologies to enhance collaboration experiences within the workplace, it’s also important to remember the basics that go into hosting a great meeting with all participants full immersed and engaged. Here is our fail-safe guide to hosting an epic meeting within your organization.
Coordinating a meeting may seem like a no brainer, but there are several factors in the process that are often forgotten. The first step is to send a calendar invite and triple check that all information within the event is clear and correct. It is all too common to receive a calendar invite with multiple Zoom, Hangouts and conference lines. Avoid any confusion early on by selecting one meeting method and including all relevant details in the description. Second, prepare an agenda and send it around to meeting participants in advance of the call. This will help streamline the meeting and ensure everyone is on the same page with what will be covered. It will also establish you as the leader of the meeting, alleviating a potential takeover by another team member who may have his or her own agenda. Third, remind your participants on the morning of meeting day. There is a chance that someone may have double booked another meeting during the same time slot, and a day-of reminder will help to point to this proactively and avoid the question of “Where is Sam? He accepted the calendar invite!”
Setting a goal
Whether you simply plan to debrief with a couple of colleagues, or are meeting with your board of directors to run through this quarter’s financial earnings, always be sure to prepare one clear goal ahead of time. What do you want, or need, to get out of this meeting? It is easy to get diverted during a meeting, especially when the head count gets up to the double digits. If the conversation begins to steer off the pointed path, think back to your overarching goal and brainstorm a quick way to try and redirect. One tactic in doing so is jumping into the conversation to let the previous speaker know you heard them and nod your head to the point they made, then immediately use a transition phrase such as “I’d like to bring us back to the topic I brought up previously as I feel we have yet to reach a conclusion.” This tactic will also help with time management – yet another key factor to stay mindful of during meetings. Keep tabs on the clock to ensure you are able to get through your agenda within the allotted time.
Recap and debrief
Once a meeting is over, it is crucial to take time to run through your notes and put together a recap that your colleagues can refer back to. Despite how great of a memory some may claim to have, keeping everything in writing alleviates any confusion regarding what was discussed. When meeting with both coworkers and people outside of your organization (think partners, clients, etc.), a good way to ensure everyone gets moving on their post-meeting action items is to hold a quick debrief immediately after. This allows you to hash out anything that may have been confusing and delegate certain work amongst yourselves right off the bat, rather than pushing it off for another day or two. This proactive approach will help with overall efficiency.
Ramping up your tech
Anticipated growth of the global video conferencing market is no surprise – a recent market report states it is on track to reach $10.5 billion by year 2026. We can expect to see more cloud-based and AI-driven tech within the workplace to account for this massive growth. The AV industry is rapidly colliding with IT to bring customized and intelligent collaboration solutions that streamline the way we work with one another in a way that’s never been seen before. In order to keep your business up to speed on efficiency and profitability, investing in these new technologies early on is key. Here at Altia Systems, we have incorporated AI into our camera, which allows for companies to use it to make smarter business decisions such as meeting room allocation and real estate purchasing. Our Intelligent Vision 2.0 suite of software products improve meeting participants’ collaboration experience by creates big data, which companies use to to further automate their own workflows. PanaCast Vivid is another product we offer to ensure all meeting participants are fully visible, avoiding any potential workflow distractions. The tool works the way our eyes do, adjusting automatically to various lighting conditions. The payout for investing in high tech solutions is worthwhile when you invest in both video and audio solutions.
Paying close attention to coordination, setting an overarching goal, debriefing the meeting and ramping up your office tech will help ensure you are fully prepared to run an epic meeting. Time is always of the essence in a work environment, and following these steps will make for a more engaged group that prioritizes efficiency during any time spent in a given meeting.