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Smart Video Conferencing - New Habits for Virtual Meetings

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Meetings can also be enervating—a frustrating waste of time for everyone involved. Panelists from will share ideas for how to prepare for and facilitate good meetings—in-person and online. But experiences of meetings vary. But sometimes we leave a meeting energized and enthusiastic, ready to take on any challenge.

Smart Videoconferencing: New Habits for Virtual Meetings - Smart Videoconferencing [Book]

You might think a good meeting is one where your view prevails. Figure 1 demonstrates a parodic example of such meetings. Instead, consider that a good meeting is one where the process of the meeting makes participants glad they came, regardless of the outcome.

The key to a good meeting process is respect. Participants who feel that their voice , and particularly their time , has been respected will have a good feeling about the meeting and emerge ready to engage with the decisions made in the meeting. There are four key ways to respect the people you have asked to attend your meeting.

First, start and finish on time. Second, publish the agenda with times, discussion leaders, and purposes. Third, fix responsibility to carry out decisions that are made. And finally, consider laying the groundwork for complex or controversial discussions before the meeting. One thing to keep in mind for your meetings is that you have asked your attendees to give you some of their time. Time is a precious commodity, and most people feel satisfied spending their time on activities that are either productive or pleasurable.


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  7. Sitting in a conference room waiting for a meeting to start is neither productive nor pleasurable. And it sets a bad precedent. If you start five minutes late because you were waiting for a latecomer, then those who arrived on time will come five minutes late next time. And the latecomer will come five minutes after that. Pretty soon a meeting is starting at noon. So, how do you start meetings on time? Simply, start meetings on time. And, at the appointed hour, begin the meeting. Those who are on time will be grateful. Those who come in late will learn that your meetings start on time.

    Starting on time is only half the battle--the meeting must end as scheduled as well. Using the agenda to control the meeting will help you achieve conclusion of meetings on time. It is a tool to allow participants to prepare for the meeting and regulate themselves, and to allow the moderator to maintain control of the discussion. Figure 2 shows a meeting agenda that is not helpful to keeping the meeting on time. Why is it being discussed? How long are we going to talk about it? What do we hope to achieve?

    No one except the meeting organizer knows. Figure 3 illustrates a much more helpful agenda. If an item needs pre-meeting preparation, the attendees are warned. Similarly, attendees will know to review the website and come prepared with suggestions, and to have given some thought to the proposed fines policy.

    Also, knowing the point of the discussion helps attendees focus their comments. Informational discussions allow for more free-wheeling banter, but debates leading to a vote will hopefully be focused on the direct question of how to vote. The most useful aspect of this agenda may be the times. If attendees knows that an item will be discussed for ten minutes, it gives them the tools to regulate themselves in the length of their comments. It also gives the moderator a tool to restrain discussion. It will come as no surprise at to tell a participant he or she has one more minute before discussion ends.

    Occasionally, a topic turns out to require more time than planned. In these cases, the moderator must exercise judgment. It is never correct to unilaterally extend the length of the meeting; remember, your attendees have already given up some of their time, and you must respect that. However, the moderator may push less-urgent items off the agenda, in which case, attendees must be told the amount of extra time added for discussion, to continue to keep the discussion within time. Or else the moderator may table the discussion for a later meeting.

    Participants in a meeting may devote considerable thought and time to making the right decision about the questions before them. But a decision that never gets acted upon is really just an opinion. To make that thought and time into reality, someone must be assigned to implement the decision.


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    A Video Conference Call in Real Life

    Jun 15, Connie Kuntz rated it it was amazing. Though this book is intended for videoconferencers, I believe that anyone who wants to be treated professionally, no matter what their station in life is, should read this book. It has all sorts of important information about on-camera appearances, etiquette, lighting, wardrobe, accessories, makeup, posture and the art of the wave.

    Waving hello and goodbye is standard protocol in video conferencing. The book includes a charming often recognizable anecdote in each chapter and, at the end, inc Though this book is intended for videoconferencers, I believe that anyone who wants to be treated professionally, no matter what their station in life is, should read this book. The book includes a charming often recognizable anecdote in each chapter and, at the end, includes a sadly accurate list of over of the most mispronounced words in America.

    I am choosing not to reveal my pathetic number I learned a lot from this book about establishing smart, professional on-camera habits and breaking bad habits and now have a new perspective on the art of working with a camera. I recommend this book to anyone who is gleefully struggling to succeed. There is so much wisdom in this book that even if you never participate in a videoconference, you will gain a deeper appreciation for it and all things technological.

    I want to say I most appreciate the reminder to always have a progressive attitude about technology and professionalism. Paul rated it did not like it Mar 03,