4 Important Tips for Effective Virtual Project Meetings

Building high performance virtual project team is a challenging task for a project manager. Virtual project team in which members are located in different geographical locations and hardly they are able to meet face to face for communication. Hence virtual project meetings are even more challenging.

When team members are spread over different time zone, there are less chance for direct communication. Electronic communication becomes the primary means of communication. The most important and basic challenge in virtual project team is developing trust and effective communication pattern. It is really difficult to manage virtual project meetings. Trust develop through long run by analyzing the responsiveness, reliability and consistency of the work.

The major four keys for successful project team are as follows:-

  • Leading

There is a difference in a way project manager leads virtual project meetings. There should be a clear goal for each team member, which can directly help in immediate contribution to the work. Prior intimation has to be given for the meeting initiations through different electronic media like email, electronic bulletin board, videoconference and conference calls. Even with the help of best communication project manager has to overcome for an issues about time zone difference, cultural differences and finding the convenient time for the people to conference.

  • Trusting differently

In virtual project meetings coordinating and trusting team members by taking updates from the people regarding how the project is moving on is important. Project manager needs to establish clear norms and protocols for meeting as project manager cannot see them physically or their body language its difficult to develop a sense of expression regarding what is going on for the project. project manager has to force the member to elaborate their viewpoints, actions and concerns more clearly.

  • Communicating differently

The technology used to meet virtually can make all the difference in team engagement.  For example, if all participants can use a headset with microphone, you’ll drastically improve their chances of being able to hear what’s going on, while minimizing background noise and improving the likelihood of engagement. selecting the best technologies does not necessarily mean going with the newest. If people struggle just to operate the technology, you’ll be losing ground instead of gaining it. Engaging participants consistently comes up as the number one challenge in running effective meetings.  For resolving this concern there are some tips such as assigning everyone a role (timekeeper, scribe, etc.).  Another great suggestion for leading virtual project meetings is to encourage discussion more often by asking questions, using names, and numbers.

  • Take notes and use Templates

Meeting minutes play an important role in helping team member what was said and what’s next because point of having a meeting was to move forward in a plan, trying to gain understanding or develop an action plan. A team member given a role for noting the minutes of meeting which will be on a shared screen to ensure the minutes are concise and limited to decisions. Using a template can give the more benefits. Because using a standardize presentation and assigning a person to own and develop 2 to 3 templates, which will help everyone to keep track and information are not overloaded. It also reduces preparation time and increases efficiency.

Still there are many challenges we encounter during the virtual project meetings but these tips can assist to some extent that meetings get successful. What do you think is the most important factor when handling virtual teams? Share with us below.

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