Successful virtual collaboration requires a mix of technological solutions and strong conversational skills. With these tools, your team can work async or synchronously to tackle projects and brainstorm like they are in the same room.
Be sure to record your meetings if your technology allows for it. It will help ensure critical information is captured and understood after the meeting.
Keep it simple
Whether using a huddle room camera or simply your computer, countless tools available for recording meetings provide excellent quality. Recording your meeting with a simple tool from companies like Sonix is the easiest and smartest way to get all the information for future reference.
In addition to recording your meeting, ensure all your team members have the correct audio settings. It will allow all participants to be heard clearly and provide accurate transcription. It’s also a good idea to ask everyone to introduce themselves at the beginning of the call briefly. This will help the transcriber identify each speaker, and it can also prevent any off-topic discussions from clogging up your meeting recording.
Once your meeting is complete, you should take note of any next steps that were assigned to each member of your team. It is a great way to keep track of all the work that needs to be done, and it will help ensure that no one forgets their responsibilities after the meeting. If you’re working with a contractor or agency, taking notes of their duties will also save time for following up on the work they’ve agreed to do.
The ability to continue collaboration outside of your meetings through shared documents or productivity tools is a massive benefit of remote work. Still, these solutions don’t always provide an easy way to revisit specific topics. When you use a meeting recording that allows you to create threaded, timestamped conversations, it will be easy for your team to review any discussion that took place during your virtual collaboration sessions in the future without having to sift through the entire video.
Don’t forget to take notes
Virtual collaboration is becoming more commonplace with the number of people working remotely. It’s not just a convenience for employees – it can also be incredibly effective for businesses. For example, remote workers can reduce overhead costs by eliminating office space and utilities. Enabling remote work can expand the talent pool for companies.
However, despite all the perks of virtual collaboration, it does pose unique challenges. One such challenge is the risk of miscommunication. In virtual meetings, there is no body language or tone to read, which can lead to confusion. Setting clear expectations with your team about how they should take notes is essential to combat this issue.
Whether taking notes on paper, with a digital note-taking app, or using a meeting transcription service, be sure everyone has their tools ready before the call starts. It will ensure they don’t waste time setting them up or navigating the interface during the call. Additionally, it will help avoid the confusion caused by a mix of communication tools (e.g., email, instant messaging, texting) and the risk of misunderstanding messages due to technical issues.
When taking notes during a meeting, consider using a template format. It can help ensure that all critical information is captured. You should also use different colors to highlight other ideas to improve legibility. In addition, it is essential to use a clear writing style.
Don’t forget to listen
Virtual collaboration enables you to recruit the best talent worldwide, allowing your team members to work from home or on the go. However, connecting with them requires a different approach to communication. With a few tips, it’s possible to make collaboration a win-win for everyone involved.
Listening attentively is essential whether in the same room or on the same video conference call. Your teammates want to know you are engaged and interested in their contributions. It will help create a positive culture of shared learning and support in your organization.
If your meeting is being recorded, it’s essential to inform participants beforehand. It will allow them to prepare for the discussion and ensure they are comfortable with the process. You can also tell them they can listen to the recording later, making it easier to understand any points they might have missed.
Ensure you can access a quality microphone and quiet space to avoid background noise. Having a notepad nearby to take notes is also a good idea. You can also use the tools in your video conferencing software to record only specific speakers. Taking minutes for the meeting or listening to the discussion can be helpful.
Lastly, be prepared to respond quickly to requests for additional information or clarification from other team members. It will save you time in the long run, as it’s much more efficient to send a quick message or reply to an email than to schedule a download meeting for more in-depth details.
Don’t forget to ask questions
Virtual collaboration is a massive part of how companies operate now. It’s all about ensuring work keeps moving, ideas keep flowing, and goals are achieved — even when teammates aren’t in the same room, building, or country. However, working together without being physically in the same place comes with a few unique challenges that are important to recognize.
One of those challenges is that messages can easily be misinterpreted without body language or tone guiding you. Another is that it’s easy to rely too heavily on written tools like email and instant messaging, leading to information overload and disengagement. To overcome these challenges, it’s crucial to balance written communication with periodic face-to-face meetings and audio or video calls.
A great way to keep your team engaged and connected during virtual meetings is by asking questions. These questions can be related to professional experiences or personal issues and are an excellent tool for fostering openness and empathy. You can also use questions to check on team members and keep them accountable for their projects or responsibilities.
To make your Q&A sessions even more effective, try running them like a conversation. Have someone moderate the call and read each question out loud, assigning a team member to answer it. It helps make the conversations feel more natural and engaging and ensures everyone gets their questions answered. You can then record and share the meeting recording afterward, allowing attendees who couldn’t join to see their questions answered in full.
Don’t forget to ask for feedback
A successful virtual collaboration process relies on clear communication across various channels. Teams should identify and agree upon the best methods for their particular initiatives. For example, some team members may thrive on asynchronous collaboration via internal messaging and project management platforms, while others get the most out of weekly virtual team meetings.
Managers must set expectations for their team members regarding the types of communication they’re expected to use and when. It’s also essential to provide training on how to effectively collaborate remotely.
When a team member is away from the office, whether on maternity leave or working from home, it can be challenging to maintain a productive flow. That is why it’s a great idea to provide regular check-ins to ensure everyone stays on track. It can include an email requesting progress updates or a short video call to catch up on current projects.
Ensure the recording tools are discreet, easy to download and edit, and provide timestamps. Also, encourage participants to introduce themselves at the beginning of a meeting so you can quickly identify them throughout the session. Speaking over one another or having multiple conversations at once distracts participants and can create a bad audio recording.
Lastly, be sure to get consent from all meeting participants before recording. It isn’t just a legal matter; it indicates respect for attendees and their time. As a bonus, recording your meeting allows you to re-watch the entire content afterward and catch anything you might have missed during the live event. You can then make notes and take action items later to move forward with the meeting’s objectives.
