Effective Virtual Meetings, Essay Example

In order for a virtual team to be successful, communication has to be effective and efficient. Communication is mainly done through a virtual team meeting, mostly via video calls or the telephone. However, in order for a virtual meeting to be effective and to ensure the facilitator keeps the meeting on track, there are certain standards that have to be observed.

Keeping the Meeting In-line

The facilitator is undoubtedly the most important asset when it comes to a virtual meeting, this is because the facilitator, whether it is the virtual team leader or a designated virtual team member, gives direction to the whole meeting and will determine how successful the meeting will be. The facilitator is meant to encourage suggestions while guiding the whole process, this enables the team to stay on track with the meeting’s agenda while creating a conducive environment for development. It is vital that the facilitator anticipates any pitfalls related to the virtual meetings.

In order to ensure that the discussions levied during the meeting are within the confines of the purpose and agenda of the meeting, the virtual team leader has to be ready to interrupt discussions. It is essential that the tem improves productivity by realizing progress in these meetings. As such, it is essential that the meeting is aligned with the desired goals.

Define Goals and Purpose of Meeting

It is essential to virtual tea members that time is utilized to realize maximum utility and productivity. As such, it is essential that the goals and targets of the meeting are clearly communicated to all team members, prior to the meeting. This can be achieved through the chosen mode of communication, either through social media or email. This is essential in ensuring that all team members do not diverge from the purpose of the meeting in their discussions.

Engaging All Virtual Team Members

A good virtual team meeting engages all the present team members in analysing the issues at hand, brainstorming on possible solutions and developing a framework upon which that solution will be implemented. Each of the team members has a unique role to play. As such, it is important that each team member is highlighted during the meeting. This helps to ensure that all team members achieve their set goals before the meetings.

Recognition of Contributions

It is essential that the virtual team leader develops a mechanism that allows him to identify the contributions made by each virtual team member (DeRosa & Lepsinger, 2010). By publicly acknowledging the effort given by a given virtual team member, the virtual team leader inspires and instils zeal into the recognized virtual team member and the other virtual team members as well. The prospect of recognition carries with it social status and respect amongst fellow virtual team members and the virtual team leader.

In conclusion, an effective virtual team meeting is essential in the success of a virtual team. These meetings have to be conducted in manner that will ensure all the intended meeting goals are realized at the end of the meeting. It is important that these goals be defined, it is also essential that the team leader keeps the team meeting in line and within the set confines in terms of its purpose and deliverables. It is also important that the team leader engages all the team members in the discussions while recognizing their contributions.

References

DeRosa, D. M., & Lepsinger, R. (2010). Virtual team success : a practical guide for working and leading from a distance.San Francisco: Jossey-Bass.

Meister, J. C., & Willyerd, K. (2010, June 30). Leading Virtual Teams to Real Results. Retrieved from HBR Blog Network: http://blogs.hbr.org/2010/06/leading-virtual-teams-to-real/