Today, it seems like everyone is dialing in from their home office. Up to half of the workforce plans to work from home at least part-time, according to new research by Frost & Sullivan, so yet another evolution of meetings is on the horizon.
Given this new work environment, here are 4 types of meetings to avoid in 2022 – and tips to make your meetings more effective in our hybrid world.
1. The “Can Everyone See My Screen?” Meeting
The problem: Broken video and muted microphones may have been par for the course at the beginning of remote work, but with video usage 350% higher than pre-pandemic days according to Frost & Sullivan, meeting-goers expect more. Nobody wants to wait for their host to figure out how to share their screen or load their own presentation. Failed breakout rooms leave everyone feeling like their time has been wasted.
The fix: Make sure you’re using collaboration applications that effortlessly support the functions you need. Improvements like adaptive lighting, sound bars for better audio, and adjusted camera angles help make it feel like everyone is in the room together. It’s also important to ensure everyone involved can use these tools effectively. Spending time training your team means less precious time wasted during their actual meetings.
2. The “This Could Have Been an Email” Meeting
The problem: The entire team has gathered together to discuss the latest project, only to spend an excruciating hour going over a single document, line-by-line. Or the “update meeting” just to learn that there haven’t been any changes since the last time you met. If your meeting doesn’t require in-depth discussion and distracts people from their day, it probably could have been an email.
The fix: This might seem obvious, but sometimes emails really are better than meetings! Emails allow participants to respond at their own pace, provide complete records of the communication and give updates in real-time. Of course, nuance can sometimes be lost over text or ideas that need to be explained. In cases like these, having the right technology makes it easy to transition to a quick call, but only for long enough to clarify the point. Just be sure to follow up with an email to keep everyone on the same page.
3. The “What Are We Talking About Again?” Meeting
The problem: Absent agendas, rambling tangents, and discussions that are more like digressions – these are all signs that a meeting has gone off the rails. Without a focused plan and a dedicated leader to guide the discussion, the overall quality of work and satisfaction can suffer.
The fix: Unified communications technology makes it possible for a team leader to create and share an agenda ahead of time, along with any files needed for the discussion. Action items can be assigned and tracked in a collaborative workspace, so everyone is on the same page, during and after the meeting.
4. The “Gang’s All Here” Meeting
The problem: When too many people are required to attend a meeting that they have little practical involvement with, engagement rates plummet. Some studies show that less than 50% of meeting time is effective and engaging. The rate of engagement is even lower for remote participants, meaning that most meetings aren’t just boring, they’re ineffective.
The fix: The best meetings have a maximum of 5 or 6 participants, but the smaller the better. This allows everyone on the call to feel included in the discussion, leading to more innovative, productive dialogues. Make sure the collaboration tech for your meeting allows for each participant to easily communicate so that everyone’s voice can be heard.
Better Meetings in 2022
These are just four types of meetings we’d all like to put behind us this year, but there are so many ways to make meetings better. With hybrid work on the rise, it’s time to adjust our approach.
It’s time to embrace new ideas and technology to create an inclusive meeting culture that makes collaboration easy for everyone. TCI has the solutions. Contact us today at (703) 321-3030 or info@tcicomm.com.
