by Robert
When I started my first job, my team was spread out over six different cities. I had only one teammate with me in the office, but he moved on after a year. Team get-togethers happened only twice a year. Given this setup, and the fact that our business operations were global, phone calls and online meetings quickly became our go-to tools for tackling the workload. So, I got a taste of working “remotely from the office” long before the pandemic.
Then, when I was hustling for a very traditionally set up company, meetings were the real deal. My calendar was always chock-full of back-to-back in-person meetings. But between us, I always had a soft spot for remote work. I relished those rare days when I could work from the comfort of my home, away from the hustle and bustle of the office. However, the company had us tethered to those formal face-to-face interactions.
Then 2020 decided to throw a curveball our way. Suddenly, remote work wasn’t just a personal preference; it was the new norm. Senior management, though hesitant at first, realized that work was still getting done, even without in-person supervision. A study by Prodoscore published on Business News Daily revealed that employee productivity actually increased by 47% compared to the previous year. This was a testament to the fact that work from home wasn’t hindering the workflow, but rather enhancing it. With this new mode of operation, meetings needed a serious overhaul.
The world of online meetings felt like a breath of fresh air. I know this sounds like times long gone now that we all had more than our fair share of Zooms/Teams meetings. But keep on reading.
The first virtual project review was an eye-opener. The agenda was clear, discussions were focused, and decisions were made without all the hullabaloo that usually came with in-person meetings. Research by Harvard Business Review highlighted the importance of a well-structured agenda in virtual meetings to keep the discussions on track, further validating our experience.
As time went by, not only did we streamline our meetings, but we also got creative to somehow fill the void of social interactions. Virtual team lunches, virtual coffee breaks, and even virtual speed dating with randomly assigned interaction partners became a thing. It was a quirky yet fun way to keep the camaraderie alive. A study by Buffer indicated that one of the biggest struggles of remote work is loneliness, and our little virtual social gatherings were our way to combat that.
Alongside, a new meeting etiquette developed which was a game changer:
Camera On: It became a common courtesy to have the camera on; it was the new way of marking attendance and showing engagement. The psychological concept of social presence is vital here; seeing each other creates a sense of community and fosters trust among team members. It establishes a non-verbal communication channel, allowing for better interpretation of reactions and emotions. If you don’t feel like you need to be present in the meeting, why attend it at all? Save yourself the time and challenge the notion that being there but not being present earns brownie points.
I am of the opinion that you should only grace meetings with your presence if you have some value to add. Yet, there are times when a poorly structured two-hour meeting beckons, and your shining moment amounts to a mere five minutes. In face-to-face scenarios, this usually translates to snoring competitions, heavy sighs or clandestine side chats, without much room to utilize the time constructively without derailing the meeting’s course. However, the online meeting arena plays by different rules. The idle moments can be seized to tackle other pending tasks that would’ve otherwise piled up post-meeting. Plus, there’s a newfound flexibility when an urgent call knocks on your door. A quick “AFK (away from the keyboard) for a sec” typed in the chat, and you can step away for a half-hour phone rendezvous.
Mute Discipline: Muting when not speaking is essential, saving everyone from the awkward background noises. This simple yet effective rule curbed the potential chaos that could arise from multiple open microphones. It’s akin to the practice of active listening, where you focus solely on the speaker, enhancing the quality of discussions.
Digital Hand-Raising: Gone were the days of interrupting each other; raising digital hands ensured everyone got their turn to speak. This digital courtesy encouraged a more structured and inclusive discussion environment. It was a move towards a more democratic and participative meeting culture, where ideas flowed seamlessly without the fear of interruptions. If that isn’t how your online meetings run right now, make virtual hand-raising a norm and encourage those who speak less to participate.
So, after getting the hang of these online meeting manners, it felt like we were onto something good. It wasn’t just about cutting out the chatter or knowing when to speak. It was about creating a friendly space where everyone could have their say, no matter where they were tuning in from. This new setup was turning out to be more than just a stand-in for the real deal. It was becoming a solid way of getting things done together, but from afar. And as we got comfy in this new setup, the perks of meeting online started to really shine through. The benefits of online meetings began to manifest more and more, as reflected in the following points:
Discipline: Online, everyone had to wait their turn to speak, which was a refreshing change from the chaotic in-person meetings where folks get interrupted or won’t have an opportunity to speak at all if they are not fast enough. This digital discipline resonated with the findings of a Stanford study, which emphasized the importance of structured communication in virtual teams.
Clarity of Purpose: Everyone knew the agenda and the goals were clear right from the get-go. This transparency in objectives is crucial for the success of online collaborations as highlighted in project management literature.
Preparedness: Maybe it was the formality of the online setup, but folks seemed more prepared and discussions were more informed. The virtual setup inherently calls for a level of preparedness as technology necessitates a different kind of engagement. If you find, your team members or colleagues do not show up prepared, get into the habit of making and sending out agendas with clear action items and assignments beforehand.
Time Awareness: The visible clock on the screen was a constant reminder to stick to the schedule. Time management is a crucial aspect of effective meetings, and the digital clock served as a constant nudge towards efficiency.
Reduced Distractions: The usual side conversations and distractions were nearly non-existent. I don’t know about you, but I can’t focus when there are three different conversations going on in the room. The digital platform minimized off-topic banter, making meetings more focused and productive.
Tempered Dominance: The usual suspects who dominated offline meetings had to tone it down a bit, making room for others to share their thoughts. This subtle shift in dynamics encouraged a more egalitarian discussion platform, fostering inclusivity and diversity of thought.
Online meetings have proved their mettle, offering efficiency and flexibility in myriad scenarios, making our work lives arguably easier and more adaptable. However, let’s not forget the magic that unfolds in in-person meetings. There’s a unique warmth in face-to-face interactions, where interpersonal relationships blossom and feelings find a fuller expression. The richness of direct communication, the unspoken understanding, the laughter shared over a casual coffee break – they carry a flavor that virtual interactions can’t fully replicate. The human essence of traditional meetings remains irreplaceable, reminding us that sometimes, the old ways have their own timeless charm. But hey, getting stuff done while in comfy short trousers and with no socks and shoes on? That is something I can build on!
So my challenge to you is to be intentional about the purpose of your meetings and hold them online if they are about getting things done. If they are about socializing, they have a different purpose and that’s okay too!
– Robert