Now that so many organizations are going back to the office, it’s an excellent opportunity to take some of the skills used at home for virtual meetings and apply them to the office meeting environment. Many people discovered that preparing a virtual meeting created better communications and messaging. It allowed presenters to quickly connect to the participants’ self-interest and involve them in the discussion from the start.
If you are leading a meeting, here are a few questions you should ask yourself about the meeting:
What is the purpose of the meeting?
If there is not a reason to meet, then why meet?
If the reason for the meeting is to deliver new information about a product or service, then ask:
- Why is it essential for the participants to know?
- How will the information help them?
- How will the information make their jobs easier or enhance what they are doing?
If the meeting’s purpose is to review information, then ask:
- Has anything changed since we last received the material?
- Has performance lacked by not implementing the information?
If the meeting purpose is to evaluate performances, then ask:
- Is it a negative or positive message?
- If it is a negative message, then how can the meeting begin with a positive statement about performance?
- Is there a visual that can summarize and explain the message?
Answering these questions can focus the meeting and create clear and concise messages that invite participants to participate and be engaged in the discussion.
Taking time to prepare a meeting can determine if it succeeds or fails. It can help in motivating participants to accept the messaging and then use that information to improve their work.
So, take a lesson from virtual meetings at home and continue to organize your meetings and communications in the office.
If your organization struggles with the virtual environment, contact GPI Communications to see how we can help you begin to capitalize on the opportunities virtually. Your future business depends on the decisions you and your organization make today. For more information or a proposal, contact Tom by emailing: [email protected] or filling out the contact form here. You may feel free to call Tom at 856-261-0912.