Choosing a Method
Team meetings are a crucial part of your virtual team’s success. Here is an overview of team meeting methods, from most to least interactive:
- Most interactive
In-person meetings
- Most common methods for virtual teams
Video conferences
Telephone conferences
- Least interactive
Text-based group chat
Things to Consider
If you choose a telephone or video conference, make sure that:
- Toll-free numbers are provided to participants if their telephone lines are not paid for by the company
- The service is reliable and good quality
- Team members have the necessary tools (such as headsets and web cams) and software to participate in the meeting
Setting Expectations
Ensure that all team members know when the meeting will be held and what format it will take. Send out the agenda and action items that team members are responsible for at least one day ahead of the meeting.
Scheduling recurring meetings can help maximize attendance. If this is not possible, give team members as much notice as possible before a meeting. If the time, date, and/or method of the meeting changes at the last minute, contact team members by phone or instant message to inform them. Scheduling meetings using information management software (such as Novell GroupWise or Microsoft Outlook) can help automate updates and keep everyone informed.
Choosing the Time and Place
Meetings should always be scheduled at the most convenient time for participants and in a fair way. For example, if you have one person who is four hours ahead of everyone else, they should not always be the one at their desk at 8 p.m. If necessary, rotate meeting times.
Conducting the Meeting
Once all team members have joined the online meeting, begin by having each person introduce themselves. Follow this with some casual conversation to help break the ice. You might consider incorporating a brief icebreaker activity, such as asking everyone to share a humorous experience from the past week.
Ensure that all participants have access to the agenda and make a point to adhere to it throughout the meeting. Regularly check in with team members to invite additional comments or questions. Many teleconferencing platforms provide features like “Raise your hand” or “Ask a question,” which notify the facilitator when someone needs to contribute. This functionality is particularly helpful in larger video conferences to maintain smooth communication.
Following Up
Wrap up with a summary of what was discussed. You should also review action items and remind everyone of the next meeting date (if it has been set). If appropriate, you may want to e-mail everyone a summary of the meeting with any documents that were provided or discussed.
Some teleconferencing software allows you to record meetings. If so, you may want to post these recordings on the team site for easy reference later on.
Team Building in a Virtual Environment
One of the biggest challenges in a virtual environment is fostering team building. Working in virtual teams can often feel isolating, and meetings can easily become focused solely on the facts, lacking engagement. While staying on task and making progress is important, this approach can limit creativity and hinder team cohesion. Team members in remote locations typically miss out on informal interactions, leading them to view themselves as isolated rather than part of a cohesive group. The spontaneous connections that occur in a physical office setting are absent.
As a leader of a virtual team, it’s essential to intentionally create opportunities for informal bonding and interaction. This will help cultivate a sense of community and strengthen relationships among team members.
