An article by Kate Harper

For most of us virtual meetings are a business reality. We dial in to conference calls, click in to web meetings and participate in videoconferences. With the recent global economic downturn, travel is down and virtual meetings are up.

I've experienced first hand the explosive growth in collaboration and communication technology that has enabled us to change the way we work. For ten years I helped develop methodology and software to support virtual work and then coached virtual leaders and teams to be more productive. For the last eleven years I've worked virtually - I led a virtual product development organization then created a coaching company with partners across the US. I've witnessed great strides in technology, but at the same time have witnessed increasing dissatisfaction with it. There's a feeling that we've lost something and life will never be as good as it was. Virtual meetings are a case in point.

Communication is the heart of virtual work. And virtual meetings are essential to team communication. Virtual meetings can be the contractions that pump the blood that allows everything else to function. Yet, virtual meetings pose special challenges. Have you ever tried finding a time to meet with people from the West coast, East Coast, Europe and Asia? No matter what time you choose, someone will be meeting in his or her pajamas! In a virtual meeting, as well, you also don't have the advantage of reading non-verbal cues, and there isn't the chance to build relationships informally during breaks.

Perhaps this is why most managers, team leaders and participants feel that meeting virtually will never be as good as meeting face-to-face. Many secretly read their email during the meeting, text each other with side comments, and leave feeling dissatisfied.

It doesn't have to be that way. "I've experienced virtual meetings that were actually more effective than any face-to-face meeting I've been in," says Dan Kaplan, a publishing consultant from Keene NH. "It's almost like when you lose one of your senses, the others have to become more developed. We created a disciplined approach to meetings, developed a set of protocols and used tools that allow us to be more effective."

Seven tips for great virtual meetings

I've found that the challenges of virtual meetings can actually be the impetus for creating effective and satisfying meetings that are far superior to most of the face-to-face variety. Here are seven practical tips that can help you lead great virtual meetings.

1. Level the playing field – If one person is virtual, make everyone virtual.
2. Make the meeting progress visible – Forget the video camera and invest in synchronous meeting technology and a technographer.
3. Determine what's best done in vs. out of the meeting – Say goodbye to status reporting in meetings!
4. Facilitate for participation – Create a virtual conference table and poll for responses.
5. Take time to build relationships – Plan time for non-work-related discussions.
6. Leverage technology – start the momentum before the actual meeting and make it continue well after.
7. Sometimes meet in person.

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