April 8, 2020
Virtual Meeting Success
In a recent article for Harvard Business Review titled, “What It Takes to Run a Great Virtual Meeting”, authors Bob Frisch and Cary Greene discuss how to run a successful virtual meeting in the time of Coronavirus. “As companies scramble to protect employees from the spreading Coronavirus with travel restrictions and remote work arrangements, there’s a distinct possibility that in-person meetings with teams, customers, or suppliers may be canceled for…weeks,” note the authors.
Virtual meetings can be difficult in normal times when some of the participants can meet in-person while others are dialing-in remotely. “Under the best of circumstances, as soon as one or two attendees ‘dial-in’ to any meeting, productivity starts to suffer. There’s a long list of reasons. Attendees often interpret virtual meetings as a license to multi-task. Meeting organizers tend to be less careful with the purpose and design of the conversation. And it’s not uncommon for one or two attendees to dominate the discussion while others sit back and ‘tune out’,” suggest the authors.
However, virtual meetings do not have to be that way. These meetings can be run more effectively, using traditional meeting best practices. Here are some highlighted steps from the authors to make that happen:
Virtual Interview Tips for Job Seekers
Although hiring has slowed significantly in these difficult times there are some key positions firm cannot go without. As such, there are still some candidate interviews happening even now. Most of these interviews are being done virtually for the obvious reasons.
Here at Legal Resource Group we conduct lots of interviews, many of them virtually. Here are some tips for candidates to put your best self forward during your next virtual interview [while this article is geared toward candidates, it is also helpful to interviewers who may be conducting interviews from home as well]:
Best of luck in your next virtual interview!
In a recent article for Harvard Business Review titled, “What It Takes to Run a Great Virtual Meeting”, authors Bob Frisch and Cary Greene discuss how to run a successful virtual meeting in the time of Coronavirus. “As companies scramble to protect employees from the spreading Coronavirus with travel restrictions and remote work arrangements, there’s a distinct possibility that in-person meetings with teams, customers, or suppliers may be canceled for…weeks,” note the authors.
Virtual meetings can be difficult in normal times when some of the participants can meet in-person while others are dialing-in remotely. “Under the best of circumstances, as soon as one or two attendees ‘dial-in’ to any meeting, productivity starts to suffer. There’s a long list of reasons. Attendees often interpret virtual meetings as a license to multi-task. Meeting organizers tend to be less careful with the purpose and design of the conversation. And it’s not uncommon for one or two attendees to dominate the discussion while others sit back and ‘tune out’,” suggest the authors.
However, virtual meetings do not have to be that way. These meetings can be run more effectively, using traditional meeting best practices. Here are some highlighted steps from the authors to make that happen:
- Test the technology ahead of time. Nothing kills momentum at the start of a meeting like a 15-minute delay because people need to download software, can’t get the video to work, etc. Prior to a virtual meeting, all participants should test the technology and make sure they are comfortable with the major features. And remember, supplier or customer conversations may require your team to familiarize themselves with different software packages.
- Stick to meeting basics. Prior to the conversation, set clear objectives, and send a pre-read if appropriate. During the session, use an agenda, set meeting ground rules, take breaks, and clearly outline next steps (including timing and accountabilities) after each section and at the end of the meeting.
- Minimize presentation length. The only thing worse than a long presentation in person is a long presentation during a virtual meeting. Meetings should be discussions. Background information should be provided beforehand. If someone needs to present, use screen sharing to guide the conversation, so attendees can literally “be on the same page.” Prioritize conversation to maximize the time people are looking at each other.
- Use an icebreaker. Although we’re not big fans of them, it’s important to use every tool to reinforce interpersonal relationships when people may be feeling isolated. Also, it’s important to know if a participant may have a close friend or relative fighting the virus, so some type of “check in” is in order.
- Assign a facilitator. It’s usually harder to manage a virtual discussion than an in-person one. It can be helpful to assign one individual to guide the conversation, allowing the other participants to focus on the content. The facilitator can also use a polling system to “take the pulse” of the group on certain questions and ensure that all voices are heard. The facilitator should also be able to resolve basic questions on the technology being used.
- Call on people. Getting everyone to participate without talking over each other is one of the more challenging aspects of running a virtual meeting. To forestall this, we recommend periodically calling on individuals to speak, even by virtually “going around the table” before a decision is finalized. Some software packages even allow attendees to “raise a hand” if they want to. This can help the facilitator drive closure without the risk of excluding an introverted participant’s views.
- Don’t be afraid to tackle tough issues. Meeting virtually is a learned behavior, and you’ll be amazed how much you can get out of it once you and your team begin to be comfortable working this way. It may seem natural to wait to discuss tough issues until everyone is in person, but that may not be an option. So don’t shy away from controversial topics.
Virtual Interview Tips for Job Seekers
Although hiring has slowed significantly in these difficult times there are some key positions firm cannot go without. As such, there are still some candidate interviews happening even now. Most of these interviews are being done virtually for the obvious reasons.
Here at Legal Resource Group we conduct lots of interviews, many of them virtually. Here are some tips for candidates to put your best self forward during your next virtual interview [while this article is geared toward candidates, it is also helpful to interviewers who may be conducting interviews from home as well]:
- Focus on the camera. Do not use your phone for your interview. Phone cameras are fine for FaceTiming your friends and family, but horrible for interviews or other professional meetings. The camera focuses too close to your face; people have a tendency to hold it too close or move in too close when they set it down. If you do not have a laptop, borrow one. If your computer/laptop does not have a camera, spend some money and buy one (it will pay for itself when you get a new job). Once you get a camera, place the camera at your seated eye level. If you are using the camera on your computer/laptop place a book or box underneath it, if necessary, to bring it to eye level. When answering or asking questions, look directly at the camera. When you focus on the picture of the interviewer on your screen it can be distracting for them to watch someone looking down and away from the camera. If you can focus on the camera the whole time, you will create a better connection between you and the interviewer than other candidates who talk down to the screen.
- Ensure proper lighting. Your lighting source should be above and behind the camera and facing you. Do not sit with a window behind you. If the light source is behind you, especially if it’s the sun, it can cause glare on the screen and distract the interviewer. Not only can a window bring a glare to the camera, but it could also bring unwanted attention to objects, animals or people outside.
- Use the best audio. The microphone on your computer/laptop may be fine but test it first with a friend or family member. If there are any issues, spend a few dollars and by a microphone (again it will pay for itself when you get a new job). Do not buy or wear a headset for an interview. Wearing a headset can be another unwanted distraction for the interviewer.
- Eliminate all other distractions. Conduct the interview in a quiet room with no clutter in the background (eliminate loud noises, children playing, other people walking in, pets, and unnecessary objects in the background). Distractions can lead the interviewer off topic, and you can end up talking more about your children or your pets than spending time promoting yourself. These distractions can also create bias against you. Is your home unkempt? Is your taste in art too avant-garde? These are not questions you want the interviewer focused on instead of your education and experience. These are distractions that can cost you the job. If you have children or pets, have your spouse, significant other, family member or roommate take them on a walk for the duration (for at least a half hour longer than the expected interview length). If that is not possible, put them in another room and ensure they will not become a distraction short of an emergency.
- Improve the Internet speed. If possible, use an Ethernet cable to avoid being dropped or slowed by the Wi-Fi connection. When using an Ethernet cable, be sure to turn off the Wi-Fi otherwise your computer/laptop will default to the Wi-Fi connection. Also shut off all the apps on your computer/laptop and have all family members, significant other or roommate turnoff their devices as well. This will reduce the likelihood of disruptions from your Wi-Fi connection. If you have a child that needs to be entertained, have them watch a cable show instead of a streaming service.
- Dress for the job. Wear the same type of outfit you would wear to an interview at the firm’s offices; do not wear pajamas, t-shirts, Hawaiian shirts (we’ve actually seen this before), etc. However, note that solid colors come across better on camera, especially darker solids like navy blue, dark grey or black. White, or very light-colored clothes, can wash you out and stripes or patterns can be visually noisy on camera.
- Body language is key. Smile a lot. Smiling establishes that you are personable even remotely, and that you are comfortable with the process. Sit up straight. Good posture is just as important virtually as in person. Slouching can look particularly bad on camera since you are the center of attention. Be seen as interested in what the interviewer is saying. Nod, smile and take notes (let them know when you are taking notes). Do not look down or away repeatedly or stare thoughtfully in the distance. The interview will mistakenly think there is something off camera more interesting than what they are saying.
- Practice makes perfect. Get a family member or friend to do a practice virtual interview to make sure your setup is good, including lighting and sound, your focus on the camera is steady, and the internet connection is strong. Preferably practice while using the same app that the firm has chosen, most meeting apps have a free trial period, but if not, use a free service like Skype, Teams or Google hangouts. Make sure you download the app the firm is using a day or two beforehand to identify potential compatibility problems with your computer/laptop (all meeting apps are free to download). Trying to download an app a minute or two before the interview may lead to problems if your connection is slow or there are other issues.
- Additional items. Turn off your phone. Remove things on your desk that might distract you. Have a copy of your resume handy and any other information you sent the firm (articles you’ve written, cover letter, etc.), just in case they ask a specific question. Make sure you have pen and paper to take notes. Write down questions you intend to ask beforehand and as you think of them.
Best of luck in your next virtual interview!
