As we adapt and adjust to the current health crisis, many are turning to online platforms to plan remotely. Of course, online meetings have their challenges.
As we continue to plan remotely, we want to offer a few tips from the field on how to improve remote meetings.
DO:
Find the Person’s Preferences:
Even as we adapt to remote meetings and planning, it is still the person’s meeting, it is still the person’s plan! When does the person prefer to connect? What platform, application, or device works for them? Who do they want to join the conversation? Understanding and responding to this information is critical as we seek to engage with others remotely.
Share Accessible Agenda:
Agendas can help people collect their thoughts, share their perspective, and know what to expect during a meeting. If possible, send along materials that will be discussed. Give others enough time to read and respond to the agenda and materials.
Test Technology:
Choppy bandwidth? Dropped call? User error? Technology challenges can and will occur. Be prepared to walk people through new platforms and help them to know what to expect during a meeting. Have a plan of how to connect if ‘Plan A’ goes awry.
Prioritize:
We are all adjusting and adapting to a crisis. No one is on their “A-Game” and our meetings may be significantly less productive as a result. Prioritization is essential. If you can only get one thing done with the person or the team today, what would it be? Make that goal known. Anything more is a bonus
Take Care of Yourself and Each Other:
Recognize that this crisis is impacting everyone, but that everyone is impacted differently. People with pre-existing conditions, mental health needs and trauma history may be especially affected. Others, especially providers, may be experiencing significant burnout. Give yourself and others “outs”- options to stop, take breaks, and reschedule as needed.
AVOID:
Long Meetings: Have you noticed your own attention span being shorter on an online meeting than an in-person meeting? Keep meetings short and take breaks often. Does the person seem overwhelmed or ‘checked out’? It may be time for a break or to reconvene on another day.
Talking Over Each Other: In conference calls or meetings, consider asking others to keep themselves on mute if they are not speaking. Give people time to respond to questions and share their perspective. Expecting people to “chime in” can lead to a meeting in which people aren’t heard.
“Assume Zoom”:
Not everyone can use or wants to use Zoom. Meet people where they are in terms of time and technology. Consider what platforms they may already be using: Phone, Google Hangout, Facetime, Facebook Messenger, WhatsApp etc.
Expecting to “Plan as Usual”: Expect that technology will fail, meetings will not be as productive, and distractions will abound. Do not hold yourself or others to ‘pre-crisis’ expectations. We are surviving in a global pandemic under incredible stress and uncertainty, not simply “working from home” or “meeting online instead of in person.” Remind and validate that for yourself and those you work
Everything in One Meeting: Trying to accomplish everything in a single meeting may cause others (and you) to feel overwhelmed. Keep the focus on fewer topics. Consider which are time sensitive and need to happen during the meeting. Can other topics be achieved through email or connected about later?
While we want to offer tips for things to try and things to avoid while planning with people remotely, it’s important to recognize that each one of us is doing our best. If possible, laugh at the things you can laugh at. Kids will run in front of the screen; pets will find the worst times to play with their toys. Keep a sense of humor where you can. We’re all in this together.
