As the world continues to embrace a hybrid work model, virtual meetings have become an integral part of our professional lives, especially for the jet-setting Gen Zs and mobile millennials inspiring changes within today’s workforce. With the right strategies and tools, these meetings can foster effective collaboration and connection, replicating the informal interactions of traditional office settings.
Here are some essential tips from experts across industries to elevate your virtual meeting experience.
Prepare Your Environment
“Preparing and planning ahead is essential when you have pets around during virtual meetings,” says Dr. Christina Fernandez, Associate Director of Veterinary Services at Chewy.
“If there’s a chance that your doorbell might trigger a chorus of barking, try settling your pets with a toy or some music and close your office door. Creating a comfortable office space with cozy beds or cat trees is also important, as pets often want to stay close while you work. Establishing routines, like starting the day with a longer walk for your dog, can help tire them out, allowing them to relax with a toy or nap while you focus on your tasks.”
Optimize Your Technical Setup
The effectiveness of virtual meetings can be significantly impacted by your technical setup. With hybrid work set to continue indefinitely, virtual meetings have become a new normal.
To ensure efficient and engaging collaboration, the right tech setup can significantly impact your productivity. George Toh, Vice President and General Manager for the Visuals Business in Lenovo’s Intelligent Devices Group offers some insight on how to elevate your virtual meeting presence.
“The right technical setup can significantly enhance the effectiveness of virtual meetings, especially as hybrid work becomes the norm. At home or office, multi-functional monitors can help declutter and optimize your workspace. For example, high-definition monitors with integrated cameras and microphones eliminate the need for external accessories while embedded sensors with facial recognition can enable quick logins and maintain privacy when you look away. For conference rooms, displays with sharp visuals, crisp audio, and extensive connectivity options can support creative idea sharing. And for those working on-the-go, a dual-monitor setup can boost productivity by up to 42%.”
Ensure Security Protocols
In a hybrid work environment, security remains a top priority. “As we’ve seen the world transition into a hybrid workforce, companies must maintain security with many unknowns. In order to do this effectively, organizations must have full visibility into their potential attack surfaces and into how each of their implemented tools work together,” said Adam Marrè, Chief Information Security Officer at Arctic Wolf.
“Additionally, it remains critical to train employees to be vigilant. Create new, password-required meetings with a unique link each time. Consider physical checks like making sure during sensitive calls that the correct attendees are on the line with their cameras on to confirm the appropriate team members are there. This can be challenging during large meetings, but where possible, it is a best practice to avoid any confidential information being exposed to unauthorized external participants. Don’t click on meeting links if you don’t know the sender. These basic practices help eliminate the anxiety around clicking a potentially suspicious email while helping keep your organization safe.”
Embrace the New Watercooler
Kristen Habacht, Chief Revenue Officer at Typeform, says that in a remote workplace, “meetings become the new water cooler and war room.” The company transitioned to be fully remote in 2020 and now boasts a globally distributed workforce represented by 47 nationalities. “It’s not just how we collaborate, but how we connect. It’s so important to replicate the informal, social interactions of an office setting in our virtual space so that we don’t lose the collaborative and supportive culture that brings us together. We recently threw a company-wide virtual launch party to celebrate releasing a new suite of capabilities, where everyone brought a beverage of choice. Given the global nature of our business, some time zones were drinking coffee, others wine!” Having operated remotely for years, with no plans to return to the office, Typeform is continually discovering what works best.
Habacht offered key learnings: “Less can be more. It’s easy to fall victim to ‘meeting creep.’ We also ensure the meeting agenda, goals, and objectives are shared in advance so that every invitee has the visibility to decide if it would be meaningful to attend. We encourage every employee to set boundaries that work for them. As a working mother, creating structure around meetings really allows me to have a balance while also successfully collaborating with my colleagues in different time zones and with different lifestyles.”
Manage Screen Time Wisely
“As screen time trends upward, averaging seven hours daily, those taking meetings virtually – which includes the 4.7 million American workers who are working remotely at least half the time – can use a break from screen time which can cause eye fatigue,” said Wesley Tong, Head of Industrial Design at RENPHO.
“To reflect and slow down our mind and body after a long workday full of virtual meetings, I recommend self-care activities such as going on a quiet walk, taking part in a digital detox, journaling, enjoying a warm bath, and sticking to a sleep schedule. If your job requires being on a computer for most of the day, it is important to take breaks to rest your eyes. In between meetings, take a few moments of digital detoxification for mindfulness and inner peace. What helps me the most is an eye massager to relieve tired and strained eyes. I also recommend trying deep breathing exercises, taking a phone break after meetings wrap up, and designating a few minutes during the day to prioritize ‘me time.’ Trust me, your brain and eyes will thank you. After a long workday, rest and recovery are paramount for our physical and mental health!”
As we continue to navigate the hybrid work landscape, mastering virtual meeting etiquette and technology will be crucial for success. By applying these tips and strategies, you can ensure that your virtual interactions are both productive and engaging, fostering a collaborative culture that transcends physical boundaries. Embrace remote connection opportunities and let your virtual meetings become a powerful tool in your professional toolkit.
