Are you an Executive Assistant struggling with managing productivity in virtual meetings that your executive attends or that you organize for your team? As Assistants, our roles are often multifaceted — we’re responsible for supporting Executives and teams while ensuring workflows are efficient, schedules are effectively managed, and tasks are completed on time. One of the key elements of productivity management today is virtual meetings. But with so many tools available and distractions all around, how do you ensure each meeting runs smoothly?
In this article, we’ll share tips on how you can ensure your virtual meetings are efficient, organized, and productive. Read managing productivity in virtual meetings to learn all about the strategies behind running effective meetings.
The rapid shift to virtual meetings over the last few years has made managing productivity in virtual meetings more challenging than ever. Up to 80% of an Executive’s time is spent in virtual meetings. This means that Assistants must ensure that when their Executives are in meetings, the time is used effectively and productively. This can feel like a daunting task, but there are effective ways to ensure each virtual meeting runs smoothly.
If you only pick up five time-saving tips from our Outlook Hacks and Keyboard Shortcuts for Executive Assistants, we reckon you may be able to save hours across your working year. Think of all the wonderful things you could do with that extra time!
The first step in managing productivity in virtual meetings is to define its purpose. Without a clear objective, meetings can become unfocused and waste valuable time. As an assistant, work with your executive or team to identify the purpose of the meeting and clearly communicate it to all attendees beforehand.
Use modern scheduling tools like Microsoft Teams’ Agenda Setting or Google Calendar’s Focus Time to automatically assign and communicate meeting objectives. Additionally, platforms like Miro or MURAL can be used to visually map out the meeting purpose in collaborative spaces ahead of time.
Choosing the right platform for a virtual meeting can have a big impact on its productivity. Different platforms offer different features, and some may be better suited for certain types of meetings. As an assistant, research and evaluate a variety of platforms to determine which one will best support managing productivity in virtual meetings.
Use platforms that offer enhanced AI-driven features like live transcription, real-time translation, and smart noise cancellation. Zoom, Microsoft Teams, and Google Meet now offer live transcription and AI-generated meeting summaries, which can significantly improve productivity by making post-meeting follow-ups faster and more accurate.
An agenda is an essential tool for managing productivity in virtual meetings. It provides a clear structure and ensures that all necessary topics are covered within the allotted time. As an assistant, work with your executive or team to create an agenda that outlines the meeting’s purpose, discussion points, and timeframes.
Use collaborative tools like Notion, ClickUp, or Microsoft Loop to create dynamic, shared agendas. These tools allow meeting attendees to view and contribute to agenda items ahead of time, promoting a more inclusive and prepared discussion. Assign time limits to each agenda item using tools like Fellow or Clockwise to keep meetings on schedule.
Technical issues can derail even the most well-planned virtual meetings. As an assistant, make sure that all technology is tested before the meeting to avoid delays or interruptions. Test the platform, internet connection, and any necessary equipment to ensure everything is working properly. This step is crucial for managing productivity in virtual meetings, as technical glitches can lead to wasted time and frustration.
Use “Pre-call check” features now available in Zoom, Google Meet, and Microsoft Teams. These features automatically scan your system for connectivity, camera, and microphone issues before joining a meeting. Some platforms even offer practice sessions where you can do a dry run of the meeting before attendees join.
It can be difficult for attendees to stay engaged and focused during virtual meetings, especially when distractions are present. As an assistant, you can encourage active participation by setting ground rules for the meeting, such as asking attendees to mute their microphones when not speaking or assigning a designated facilitator to keep the meeting on track. When attendees are actively engaged, managing productivity in virtual meetings becomes significantly easier.
Leverage interactive tools such as live polls, Q&A, or reaction buttons built into platforms like Zoom and Microsoft Teams. Icebreaker questions, “watercooler moments,” and engaging tools like Mentimeter or Slido can boost participation and ensure everyone feels seen and heard. Encourage participants to use cameras where possible, as visual cues increase engagement.
Following up after a virtual meeting is a crucial step to ensure its productivity was maximized. As an Assistant, work with your executive or team to summarize the key points and action items from the meeting. Distribute this information to all attendees and follow up on any tasks that need to be completed. By doing this, you help maintain momentum and support managing productivity in virtual meetings beyond the call itself.
Use AI-powered meeting summary tools like Otter.ai, Fathom, or Fireflies.ai to automatically generate post-meeting summaries, action points, and follow-up emails. These tools can identify key themes and action items from conversations and deliver them directly to attendees. Automate task follow-ups using integration tools like Zapier or Microsoft Power Automate.
As virtual meetings play a major role in improving efficiency and productivity for both executives and assistants, it’s essential to ensure these meetings remain organized, efficient, and productive. Managing productivity in virtual meetings requires careful planning, communication, and follow-through.
From setting clear expectations to taking notes, you can use various strategies to ensure virtual meetings stand out. Now that you understand the essentials of managing productivity in virtual meetings, you can take your skills to the next level with our online course on effective meeting management.
As the remote work landscape evolves, hybrid meetings are becoming the norm. Ensure that productivity isn’t lost for attendees joining remotely by using high-quality microphones, 360-degree cameras, and tools like Microsoft Teams’ “Front Row” layout, which offers an equitable experience for remote and in-person attendees alike.
Get ready to feel empowered as you take control of your team’s virtual meetings and experience the satisfaction of boosting productivity by mastering the best strategies! All it takes is a little curiosity and enthusiasm to support your executive or team. So, why wait?
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