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Tips for Having Great Virtual Meetings

Tips for Having Great Virtual Meetings


    (Editor’s note: The following post is an excerpt from the book The Collaboration Imperative: Executive Strategies for Unlocking Your Organization’s True Potential by Ron Ricci and Carl Wiese. Ron Ricci is the vice president of corporate positioning and has spent the last decade helping Cisco develop and nurture a culture of sharing and collaborative processes. In addition, he has spent countless hours with hundreds of different organizations discussing the impact of collaboration. Carl Wiese is senior vice president of Cisco’s collaboration sales — a multi-billion global business. He has presented on the importance of collaboration to business audiences in dozens of countries, including Australia, China, Dubai, India, Mexico and all across Europe and the United States. For more information please visit http://thecollaborationimperative.com.)

    New technology and the reality of working in global organizations means we are replacing traditional in-person meetings with travel-free, technology-enabled, face-to-face collaboration that can occur at anytime, with anyone, anywhere in the world.

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    The virtual workplace has many advantages, but it also introduces new challenges. We work with people we’ve never met before, and we cannot bond in the same way we do when we are sitting across the table from them.

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    The three most important ingredients of a successful virtual meeting are trust, communication and ready access to information. Here are a few tips to help you succeed:

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    • Before the meeting, make sure attendees have all the preparation materials they will need and the time to review them.
    • Begin with a quick warm-up. For example, start the meeting by asking remote attendees to describe what’s happening in their country, town or office.
    • During “blended” meetings, where some attendees are gathering in person and others are participating virtually, address remote attendees first and then offer the opportunity to speak to in-person attendees.
    • Identify in-person attendees. In-room speakers — whether presenting or making a comment — should introduce themselves so that remote attendees know who is speaking.
    • Ask remote attendees to be vocal. Emphasize that it is their responsibility to let in-person people know if they cannot hear or follow the discussion.
    • Don’t assume everyone is comfortable with the virtual collaboration technology. Communicate and publish the location and guidelines for the tools you’re using.
    • Rotate meeting times. Ensure that each time zone has a meeting scheduled during normal business hours.
    • Solicit participation. Regularly ask remote attendees if they have comments and encourage participants to post a message.
    • Assign a meeting monitor. Keep an eye out for questions, IMs or chat postings and interjects from remote attendees.
    • If your virtual team includes customers, partners, suppliers or vendors, ensure the security of your documents and corporate information.
    • Avoid colloquialisms, acronyms and corporate-speak if you have nonnative speakers.

    (Photo credit: Businessman and Businesswoman Having Meeting via Shutterstock)

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    Last Updated on January 18, 2019

    7 Ways To Deal With Negative People

    7 Ways To Deal With Negative People

    Some people will have a rain cloud hanging over them, no matter what the weather is outside. Their negative attitude is toxic to your own moods, and you probably feel like there is little you can do about it.

    But that couldn’t be farther from the truth.

    If you want to effectively deal with negative people and be a champion of positivity, then your best route is to take definite action through some of the steps below.

    1. Limit the time you spend with them.

    First, let’s get this out of the way. You can be more positive than a cartoon sponge, but even your enthusiasm has a chance of being afflicted by the constant negativity of a friend.

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    In fact, negativity has been proven to damage your health physically, making you vulnerable to high levels of stress and even cardiac disease. There’s no reason to get hurt because of someone else’s bad mood.

    Though this may be a little tricky depending on your situation, working to spend slightly less time around negative people will keep your own spirits from slipping as well.

    2. Speak up for yourself.

    Don’t just absorb the comments that you are being bombarded with, especially if they are about you. It’s wise to be quick to listen and slow to speak, but being too quiet can give the person the impression that you are accepting what’s being said.

    3. Don’t pretend that their behavior is “OK.”

    This is an easy trap to fall into. Point out to the person that their constant negativity isn’t a good thing. We don’t want to do this because it’s far easier to let someone sit in their woes, and we’d rather just stay out of it.

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    But if you want the best for this person, avoid giving the false impression that their negativity is normal.

    4. Don’t make their problems your problems.

    Though I consider empathy a gift, it can be a dangerous thing. When we hear the complaints of a friend or family member, we typically start to take on their burdens with them.

    This is a bad habit to get into, especially if this is a person who is almost exclusively negative. These types of people are prone to embellishing and altering a story in order to gain sympathy.

    Why else would they be sharing this with you?

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    5. Change the subject.

    When you suspect that a conversation is starting to take a turn for the negative, be a champion of positivity by changing the subject. Of course, you have to do this without ignoring what the other person said.

    Acknowledge their comment, but move the conversation forward before the euphoric pleasure gained from complaining takes hold of either of you.

    6. Talk about solutions, not problems.

    Sometimes, changing the subject isn’t an option if you want to deal with negative people, but that doesn’t mean you can’t still be positive.

    I know that when someone begins dumping complaints on me, I have a hard time knowing exactly what to say. The key is to measure your responses as solution-based.

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    You can do this by asking questions like, “Well, how could this be resolved?” or, “How do you think they feel about it?”

    Use discernment to find an appropriate response that will help your friend manage their perspectives.

    7. Leave them behind.

    Sadly, there are times when we have to move on without these friends, especially if you have exhausted your best efforts toward building a positive relationship.

    If this person is a family member, you can still have a functioning relationship with them, of course, but you may still have to limit the influence they have over your wellbeing.

    That being said, what are some steps you’ve taken to deal with negative people? Let us know in the comments.

    You may also want to read: How to Stop the Negative Spin of Thoughts, Emotions and Actions.

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