Love Your Meeting!
Valentine’s Day is more than just a chance to show affection to a loved one. It’s also a big holiday for shopping and gift-giving, even for single people – sort of like a mini Christmas.
The U.S. Census Bureau reported that 45% of Americans over the age of 18 (more than 110 million people) identified as single in 2017, a record high. But Valentine’s-related sales have not suffered despite the huge number of singles out there.
On the contrary, they were estimated at nearly $20 billion in 2018, with average per capita spending of more than $143. And it’s not all on greeting cards or chocolates: Gift cards, jewelry, and even pet treats all do big business each February.
What this trend shows us is that there is a lot of love in the air on Valentine’s Day, not just for your significant other, but for everyone you love in your life—and people tend to want to share that through meaningful gifts. This year let’s spread that love even further, into one of the most historically despised, but necessary areas of business—meetings. That’s right, it’s time to start loving your meetings again.
Love it or leave it behind: Why only the best collaboration technology will do
As the Valentine’s Day numbers above illustrate, shoppers don’t skimp on buying something that they think will really impress a significant other or friend. In other words, they don’t usually settle for a second-rate gift. The same principle should apply to tools for team collaboration and communication.
Think of your organization’s current approach to keeping everyone in the loop. Do you have the right technology in place to bring your teams together and keep them collaborating wherever they are? Is it optimized to make the most out of every meeting or communication? Or does it make you want to break up with your meetings altogether?
Name any fundamental flaw with a meeting (too long, not focused enough, etc.), and subpar collaboration technology will only make it worse. Let’s look at five common day-to-day challenges that are preventing effective meetings.
1. Too much multitasking, not enough participation
The problem: Streaming a movie or TV show on Valentine’s Day? It’s possible that you’ll look at your phone or tablet at some point, even while the video keeps playing. The same thing happens all the time with audio-only conference calls, as participants are directing their attention elsewhere. “Sorry, I was on mute” is often code for “I missed what you said since I was checking my email.” Multitasking is hard and bad for focus.
The solution: Setting up a video conference is a proven way to reduce multitasking since it lets everyone be seen. It’s also a good idea for executives and leadership to set an example by not using other technologies during an online meeting.
2. “We could have just covered this in email”
The problem: It’s a common refrain after an unproductive meeting: “This could have been done over email.” But why don’t more meetings just get offloaded onto email? Because email is a very limited communication medium, and not all that efficient. If your inbox is as filled and cluttered as mine, messages can easily get lost and overlooked, plus hours or days can pass between responses. No wonder companies resort to meetings instead, no matter the flaws involved.
The solution: Taking advantage of real-time chat can be advantageous both during and after a meeting. It’s more streamlined and richly featured than email and lets participants get answers quickly and in context. Modern chat platforms also make it easy to search for old content, share files, and conduct digital whiteboarding.
3. The meeting is too difficult to join and engage in
The problem: Sometimes, issues crop up before the meeting even begins. The process for joining one can be needlessly complicated, with required downloads and PINs or limited device support, so that participants need to be in a certain location to join.
The solution: Modern collaboration technology can make it straightforward to get started with any meeting. Multiple devices are supported and joining is as simple as tapping or clicking a button when it’s time. Mute and audio controls also make it simpler for the host to keep things moving once the meeting does begin.
4. There’s uncertainty on who’s in the meeting
The problem: Imagine a conference call with a lot of people on it. Someone starts talking and you have only a vague idea who they are, having only perhaps seen their name in the calendar invite beforehand. Then someone else joins in and you don’t recognize them at all. These gaps can be a distraction in a meeting, especially if the topic contains sensitive information. Also, it’s challenging to get people to participate if you cannot address them by name.
The solution: Increasingly we are seeing AI coming into meeting and collaboration technology, allowing advanced capabilities like delivering instant profiles of meeting participants pulled from social accounts and other directories. Or voice and facial recognition so you can match the name to the face. Accordingly, the meeting can flow better and have better engagement since everyone has some background information on each person and everyone can be addressed by their name. As the use of AI evolves, meetings are only going to get smoother and more productive.
5. Remote workers have too much trouble connecting
The problem: More people are working outside of traditional offices, which is great for flexibility. However, it can be challenging for these workers to keep in touch if the meeting software they’re supposed to use doesn’t work well across devices or allow for easy collaboration.
The solution: Collaboration tools should work equally well on desktops, phones, tablets, and video conferencing systems, as applicable. That way, they can support remote and mobile workers who might take calls on the go, at home, or occasionally at a company office, too.
With Valentine’s Day approaching, think about how you can fall in love with your meetings again. With the right approach and the right technology to bring your teams together, you might even become closer and form a deeper connection that helps teams drive greater business outcomes. I’d say love is definitely in the air.