EARLYSTAGEPROFESSIONAL.COM
  • Home
  • Getting a job
    • Must Do's - Resume
    • Must Do's - Application Letter
    • Must Do's - Internships
    • Groundwork - Informational Interviews
    • Groundwork - Your Network
    • Groundwork - GPA Issues
    • Groundwork - Recruiters
    • Dealing with Rejection - Feedback
    • Dealing with Rejection - Keeping Motivated
    • Closing the Deal - The Interview
    • Closing the Deal - Interview Q's
    • Closing the Deal - Your Questions
    • Closing the Deal - Simulations
    • Closing the Deal - Group Interviews
    • Closing the Deal - References
    • Signing On - Salary Negotiation
    • Signing On - How to Resign
    • Signing On - First Week
  • Crushing It
    • The Hours - What Time Should I Start
    • The Hours - What If I Am Running Late?
    • The Hours - Taking Vacation
    • The Hours - Sick Days
    • The Hours - Working Outside Office Hours
    • Professional Skills - One/Ones
    • Professional Skills- Making Meetings on Time
    • Professional Skills - Business Presentations
    • Professional Skills - Social Media, Personal Email
    • A Level Head - Feeling @ Home
    • A Level Head - Be YourProfessionalSelf
    • A Level Head- Staying Positive
  • Wise Words
    • Achieve - Focus on the Results
    • Achieve - Leading from the Start
    • Achieve - Showcase Your Work
    • Achieve - Small is BIG
    • Achieve - Take Action
    • Achieve - Your New Job. A Plan
    • Career Management - Annual Review
    • Career Management - Annual Review Feedback Meeting
    • Career Management - Annual Review: How to Guide
    • Career Management - Career Contentment
    • Career Management - Careers Happen
    • Career Management - Career Journey
    • Career Management - Choosing a Mentor
    • Career Management - Discomfort Is Good
    • Career Management - Freelancing and Employment Gaps
    • Career Management - Mentally Healthy Choices
    • Career Management - Mentorship Explained
    • Career Management - Post Graduate Degrees
    • Career Management - Promotion Frustration
    • Career Management - Promotions. Move out to move up
    • Career Management - Selecting Your Company
    • Career Management - Understand Yourself
    • Finances - Preparing for a Downturn
    • Finances - Retirement Saving (1)
    • Finances - Retirement Saving (2)
    • Hindsight - Balance the Short- with Long -term
    • Hindsight - Embrace Learning & Your Manager
    • Hindsight - Focus at Work
    • Hindsight - Millennial Reflections
    • Hindsight - Regrets: Time, Money & Pride
    • Hindsight - Take a Career Mulligan
    • Hindsight - Take Advice Sparingly
    • Hindsight - Transition from College
    • Hindsight - Winning Nicely
    • Hindsight - Work Hard. Be Honest. Have Fun
    • Managing Up - Manager as Partner
    • Managing Up - Manage Up to Move Up
    • Managing Up - Mastering Your Manager
    • Managing Up - New Manager
    • Managing Up - Questions For Your Manager
    • Managing Up - Secret Skills of Managing Up
    • Managing Up - Yes Power
    • People & Teamwork - Be a Giver
    • People & Teamwork - Collaboration is Power
    • People & Teamwork - First Time Manager
    • People & Teamwork - LinkedIn as Networking
    • People & Teamwork - Networking Hacks
    • People & Teamwork - Networking as Relationship
    • People & Teamwork - Networking Simplified
    • People & Teamwork - Reputations Travel
    • People & Teamwork - Teamwork as Leadership
    • Sliding Doors - Decision Paths
    • Sliding Doors - Success Requires Luck
    • Speed Bumps - Chutes & Ladders
    • Speed Bumps - Layoffs & Survivors Guilt
    • Speed Bumps - Laid Off? Take a Breath
    • Speed Bumps - Layoffs. The After Life
    • Speed Bumps - Owning Mistakes
    • Work Life - American Work Culture
    • Work Life - Ask Why
    • Work Life - Be Yourself. Be Genuine
    • Work Life - Browned Out?
    • Work Life - Business Travel Guide
    • Work Life - Calendar Management
    • Work Life - Change is Certain
    • Work Life - Difficult Situations
    • Worklife - Focus on Fiyah
    • Work Life - Ghosting
    • Work Life - Help the Early Stage Professionals
    • Work Life- International Remote Working
    • Work Life - In the Zoom
    • Work Life - Mom Skills
    • Work Life - Office As A Stage
    • Work Life - Office Ghouls
    • Work Life - Pre Vacation Checklist
    • Work Life - Returning to Work
    • Work Life - Smartphones & The Office
    • Work Life - Speak Up
    • Work Life - Stage Fright
    • Work Life - Startup Glamour
    • Work Life - Stress Management
    • Work Life - Take A Walk
    • Work Life - Tasks We Hate
    • Work Life - They Quit
    • Work Life - Unlimited Vacation
    • Worklife - Vacation Overview
    • Work Life - Welcome the Newbies
    • Work Life - "Work" From Home
  • Money
    • Money - The Basics
    • Money - Saving for Retirement
    • Money - Retirement Saving
  • Library
    • Book Reviews
    • Webinar Hub
    • USA Today Columns
    • Buy Early Stage Professional
    • Bureaucracy
  • Help Center
    • Annual Reviews
    • Career Speed Bumps
    • Managing Up
    • Promotions & Career Planning
    • Stress Management
Picture

- Wise Words -
In the Zoom?
How to get real results from a virtual meeting
by martin leuw

Picture

I was watching the superb stage production of Hamilton the other night (on a screen of course!) and two particular lyrics struck me as more relevant than ever with so many of us living and working at a social distance:

“I wanna be in the room where it happens”
“I’m not throwing away my shot”
 
It made me think about that perennial topic of meetings and how, with most of us participating at a distance and typically over video, it is now harder than ever to be effective in them. By effective I mean getting what we want out of them and using our time effectively. Getting our shot!

Taking the theme of a remote “production”, I have learned as a CEO and now a company Chairman some of the simple hacks that help me run an effective meeting. So, whether it’s the first meeting you’ve chaired or you are a seasoned performer, I hope these 6 tips are useful to you in your remote work life when you take the (meeting) “lead role”:
 
Setting the Stage: Ok, so we don’t need to pretend that we are at the office when setting up at home, but… we can do our best to present ourselves professionally even if we don’t have a separate home office and are taking the call in our bedroom to escape our housemates. What we can do is make sure our stage is set as appropriate as possible.

From talking to people who have to juggle this (I am lucky I have my own space at home), what really helps is investing in a laptop stand so that they can get the camera to the right height.

There’s no need to have a corporate background, but you can use a virtual one and have a think about how your background will look before starting the call (you don’t want to have your back to the window and look like someone in witness protection, or have wall art that doesn’t make you look professional etc, etc) and… remember not to leave your dirty laundry in the background!
 
The Programme: The agenda determines everything and must reflect what people need to discuss and get out of the meeting for it to be of real value, so if possible, ask them in advance. If you are running the meeting, you will definitely want to build an agenda, even if just two bullet points.

While this sounds obvious too often meetings happen without enough thought on the agenda. If the agenda is too full, then focus will be diluted, so better to have a small number of key items to discuss. If this is a regular meeting, ask yourself whether it has a scope and purpose?

What was agreed last time, has it been dealt with as agreed and if not, why not and when will it be?
If you have a report or presentation that you want to discuss, make sure to circulate in advance (and if you can, attach the document or link to if they are on virtual docs to the invite). Try to make them short and if you can, graphical, so that they will be read in advance (for more on business writing see here).

A good Chair ensures that everybody participates and has a voice, so it is not just the noisy ones that get heard, particularly as the quieter people often have the best ideas. Sometimes Non-Execs (NEDs) need reminding they are there to advise not direct. Both in a physical as well as a virtual meeting, there are times when a breakout can be used to stimulate ideas and help get stuff done.
 
Timing and intervals: Start on time. Some people are psychologically wired to always be late but that is their issue and it’s not fair for everybody else to be left hanging around. Allow enough time for each item so you are not rushing through and squeezing the time allowed for the last items – a bit of contingency time built in helps. Deal with the meaty topics early.

If the meeting is a long one (above 60 mins) attention will flag so allow enough breaks. No other mobile devices on and if it is a video meeting, ask participants to leave their video always on, but muted if they are not speaking.
 
The cast and their roles: You can have the best agenda in the world but unless everybody is clear about the part they have to play, the production can be chaotic. The size of the cast can make a big difference too and as a rule of thumb, more than 8 people can get challenging if you want a decent discussion and decisions to be made.

At the minimum you need a Chair to moderate and a Scribe to document. While no one likes to be the scribe, you can ask a colleague to be your scribe while offering to be theirs at a later date. If you have a team, you can always rotate amongst your team members so none feels like the “junior”.

Two books: The light-hearted Winnie the Pooh on Management and the more serious Edward De Bono’s Six Thinking Hats are worth a read. For the best decisions I think you need a diverse cast and aim to maximise “healthy tension” to avoid “groupthink”. These are useful to understand the psychology and behavioural traits of the people you work with. Early in my career I pitched to the Board with what I felt was a great proposition and it got rejected primarily because I hadn’t understood the politics well enough. So on that occasion, I lost my shot!
 
RAPID Action: If you try to make too many decisions there is a high risk of dilution and poor delivery. I prefer a small number of key ones where there is clarity on why, what, how, who and when by. A RAPID or a RACI framework (best to look this up online) cascaded throughout the organisation can provide real clarity on where decisions lie to ensure they don’t all flow upwards and there is clear accountability.

Critical review and feedback: Did everybody get value out of the meeting and if not, where can improvements be made? After some years of “it’s not the Spanish Inquisition” by my Private Equity majority shareholders (they owned the company and sometimes felt my destiny too!), I remember being shocked when one of my NEDs (Non Executive Directors) asked me as CEO if I had got value out of a Board meeting as that was the point of it.

So next time you are in a meeting, virtual or physical, chairing or participating, make sure “it’s the one where it happens” and that you “don’t miss your shot”.

===
Related columns: "How to be effective working from home" and "Calendar Collaboration".


For inspiration around what to wear for your next video meeting, see: "The Video Call Is Starting. Time to Put on Your Zoom Shirt" by Joel Stein of The New York Times.


Picture
Martin Leuw is Founder of Growth4Good, which invests in high growth purpose led businesses in the digital technology sector, principally in social and environmental change.
​
He is also Chairman of Leathwaite, an international human capital specialist and Ground Control a leading environmental maintenance services provider. Earlier in his career, Martin was CEO of IRIS Software and grew it from small beginnings to become a market leader in each of its sectors and one of the UK’s largest private B2B (SAAS) software houses, with £50m EBITDA pa, exiting in 2007 at $1bn EV.


Picture
In the first 5 years or so of your career?  Want actionable career advice?  
​Buy Early Stage Professional: starting off right, the no nonsense professional skills book designed so that you can succeed in the workplace!  

    To get the EarlyStageProfessional.com newsletter sign up here:

Subscribe to Newsletter

More Wise Words...

Achieve: Focus on Results
​
Achieve: Leading from the Start
Achieve: Small is BIG
Achieve: Take Action
Career Management: Annual Review. A "How To"
Career Management: Annual Review. As Career Plan
Career Management: Choosing a Mentor
Career Management: Careers Happen
Career Management: Career Journey
Career Management: Mentorship Explained
​
Career Management: Post Graduate Degrees
Career Management: Promotion Frustration 
Career Management: Moving up by moving out
Career Management: Selecting Your Company
Career Management: Understand Yourself
Finances: Retirement Saving (1)
Finances: Retirement Saving (2)
Hindsight: Balance the short- with the long-term
​Hindsight: Embrace learning and your manager
Hindsight: Focus at Work
Hindsight: Millennial Reflections
Hindsight: Regrets: Time, Money & Pride
​Hindsight: Take Advice Sparingly
Hindsight: Take a Career Mulligan
​
Hindsight: Transition from College
Hindsight: Winning Nicely
Hindsight: Work hard, network, be honest. Have fun too!
Managing Up: Manage Up to Move Up
Managing Up: Manager As Partner
Managing Up: New Manager
Managing Up: Questions for your manager
Managing Up: Secret Skills for Managing Up
​
People & Teamwork: Be A Giver
​
People & Teamwork: LinkedIn As Networking
People & Teamwork: Networking Hacks
People & Teamwork: Networking as a Relationship
People & Teamwork: Networking Simplified
People & Teamwork: Teamwork As Leadership
Speedbumps: Chutes & Ladders
​
Speedbumps: Laid Off? Take A Breath
Speedbumps: Layoffs. The Afterlife
Speedbumps: Owning Mistakes
Work Life: Work Culture. America vs. UK
Work Life: Ask Why
Work Life: Be Yourself. Be Genuine
​
Work Life: Browned Out?
Work Life: Business Travel Guide
Work Life: Calendar Management
Work Life: Difficult Situations
Work Life: Focus on Fiyah!
​Work Life: Ghosting
​
Work Life: Help the Early Stage Professionals
Work Life: International Remote Working
Work Life: Pre-Vacation Checklist
Work Life: Smartphones & The Office
​Work Life: Start-Up Glamor
Work Life: Stress Management
Work Life: Take a Walk
​
Work Life: They Quit
Work Life: Unlimited Vacation
Work Life: Welcome the Newbies
Work Life: "Work" from Home

Crushing It @ Work

What Time Should I Start? 
What If I am Running Late? 
Taking Vacation
Sick Days 
Working Outside Office Hours
​
How to prepare for One/Ones
Making Meetings on Time 
Business Presentations 
Social Media, Personal Email and Hanging Out on the Web
Give it Six to Nine Months to Feel @Home
Be Your-professional-self
Staying Positive

Money Talk

The Basics
Retirement Savings Guide

Job Search Must Do's

Resume
The Application Letter 
​
The Free Conundrum: Should You Take an Unpaid Internship?
Informational Interviews 
Taking a Shortcut: Using Your Network 
Dealing with a Low GPA
​Responding to Recruiters
The Job Interview
Interview Questions
Questions You Should Ask
Simulations 
Interviews with Other Applicants
Dealing with References
Negotiating Your Salary
How to Resign (if you already have a job)
​
The First Week
You Don't Get the Job: Getting Feedback
​Keeping Motivated Through the Search

USA Today Columns by Fergus Mellon

How to get started on LinkedIn: Do this, not that
Warning: Avoid smartphone shame at work.  Keep them out of sight
To succeed, be a Giver in the workplace, not a Taker
4 ghoulish personality pitfalls to steer clear of at the office
​
How to coach today's not so entitled Millennials as they join the rat race

Crushing IT

Money

Library

WISE WORDS

Bureaucracy

Copyright © 2016 - 2020
  • Home
  • Getting a job
    • Must Do's - Resume
    • Must Do's - Application Letter
    • Must Do's - Internships
    • Groundwork - Informational Interviews
    • Groundwork - Your Network
    • Groundwork - GPA Issues
    • Groundwork - Recruiters
    • Dealing with Rejection - Feedback
    • Dealing with Rejection - Keeping Motivated
    • Closing the Deal - The Interview
    • Closing the Deal - Interview Q's
    • Closing the Deal - Your Questions
    • Closing the Deal - Simulations
    • Closing the Deal - Group Interviews
    • Closing the Deal - References
    • Signing On - Salary Negotiation
    • Signing On - How to Resign
    • Signing On - First Week
  • Crushing It
    • The Hours - What Time Should I Start
    • The Hours - What If I Am Running Late?
    • The Hours - Taking Vacation
    • The Hours - Sick Days
    • The Hours - Working Outside Office Hours
    • Professional Skills - One/Ones
    • Professional Skills- Making Meetings on Time
    • Professional Skills - Business Presentations
    • Professional Skills - Social Media, Personal Email
    • A Level Head - Feeling @ Home
    • A Level Head - Be YourProfessionalSelf
    • A Level Head- Staying Positive
  • Wise Words
    • Achieve - Focus on the Results
    • Achieve - Leading from the Start
    • Achieve - Showcase Your Work
    • Achieve - Small is BIG
    • Achieve - Take Action
    • Achieve - Your New Job. A Plan
    • Career Management - Annual Review
    • Career Management - Annual Review Feedback Meeting
    • Career Management - Annual Review: How to Guide
    • Career Management - Career Contentment
    • Career Management - Careers Happen
    • Career Management - Career Journey
    • Career Management - Choosing a Mentor
    • Career Management - Discomfort Is Good
    • Career Management - Freelancing and Employment Gaps
    • Career Management - Mentally Healthy Choices
    • Career Management - Mentorship Explained
    • Career Management - Post Graduate Degrees
    • Career Management - Promotion Frustration
    • Career Management - Promotions. Move out to move up
    • Career Management - Selecting Your Company
    • Career Management - Understand Yourself
    • Finances - Preparing for a Downturn
    • Finances - Retirement Saving (1)
    • Finances - Retirement Saving (2)
    • Hindsight - Balance the Short- with Long -term
    • Hindsight - Embrace Learning & Your Manager
    • Hindsight - Focus at Work
    • Hindsight - Millennial Reflections
    • Hindsight - Regrets: Time, Money & Pride
    • Hindsight - Take a Career Mulligan
    • Hindsight - Take Advice Sparingly
    • Hindsight - Transition from College
    • Hindsight - Winning Nicely
    • Hindsight - Work Hard. Be Honest. Have Fun
    • Managing Up - Manager as Partner
    • Managing Up - Manage Up to Move Up
    • Managing Up - Mastering Your Manager
    • Managing Up - New Manager
    • Managing Up - Questions For Your Manager
    • Managing Up - Secret Skills of Managing Up
    • Managing Up - Yes Power
    • People & Teamwork - Be a Giver
    • People & Teamwork - Collaboration is Power
    • People & Teamwork - First Time Manager
    • People & Teamwork - LinkedIn as Networking
    • People & Teamwork - Networking Hacks
    • People & Teamwork - Networking as Relationship
    • People & Teamwork - Networking Simplified
    • People & Teamwork - Reputations Travel
    • People & Teamwork - Teamwork as Leadership
    • Sliding Doors - Decision Paths
    • Sliding Doors - Success Requires Luck
    • Speed Bumps - Chutes & Ladders
    • Speed Bumps - Layoffs & Survivors Guilt
    • Speed Bumps - Laid Off? Take a Breath
    • Speed Bumps - Layoffs. The After Life
    • Speed Bumps - Owning Mistakes
    • Work Life - American Work Culture
    • Work Life - Ask Why
    • Work Life - Be Yourself. Be Genuine
    • Work Life - Browned Out?
    • Work Life - Business Travel Guide
    • Work Life - Calendar Management
    • Work Life - Change is Certain
    • Work Life - Difficult Situations
    • Worklife - Focus on Fiyah
    • Work Life - Ghosting
    • Work Life - Help the Early Stage Professionals
    • Work Life- International Remote Working
    • Work Life - In the Zoom
    • Work Life - Mom Skills
    • Work Life - Office As A Stage
    • Work Life - Office Ghouls
    • Work Life - Pre Vacation Checklist
    • Work Life - Returning to Work
    • Work Life - Smartphones & The Office
    • Work Life - Speak Up
    • Work Life - Stage Fright
    • Work Life - Startup Glamour
    • Work Life - Stress Management
    • Work Life - Take A Walk
    • Work Life - Tasks We Hate
    • Work Life - They Quit
    • Work Life - Unlimited Vacation
    • Worklife - Vacation Overview
    • Work Life - Welcome the Newbies
    • Work Life - "Work" From Home
  • Money
    • Money - The Basics
    • Money - Saving for Retirement
    • Money - Retirement Saving
  • Library
    • Book Reviews
    • Webinar Hub
    • USA Today Columns
    • Buy Early Stage Professional
    • Bureaucracy
  • Help Center
    • Annual Reviews
    • Career Speed Bumps
    • Managing Up
    • Promotions & Career Planning
    • Stress Management