RADIO SHOW/AUDIO PODCAST
Solutions...with Courtney Anderson! (SwCA)
Episode 216 -
Originally aired 11/18/2014 9:00 AM -
MEETING MAYHEM! series -
“Virtual Meetings and MUTE!”
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Solutions...with Courtney Anderson! (SwCA) has tens of thousands of downloads in over 40 countries and is growing! This is one of the fastest-growing global business podcasts! I am host Courtney E. Anderson and I have been featured as a business and legal expert for numerous media outlets including BusinessWeek, CNN - HLN, Cosmopolitan, MSNBC, USA Today, FOX News, CNN International, The Wall Street Journal and many more...
This show is a dream come true for me as I am able to share my lifetime of experience with dedicated and passionate community members around the world. Thank you!
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TALK SHOW EPISODE NOTES
This is the debut episode of our new series, MEETING MAYHEM™!
Definition of meeting: “a focused interaction of cognitive attention, planned or chance, where people agree to come together for a common purpose, whether at the same time and the same place, or at different times in different places.” (http://www.okstate.edu/ceat/msetm/courses/etm5221/Week%201%20Challenges/Meeting%20Analysis%20Findings%20from%20Research%20and%20Practice.pdf)
Definition of mayhem: “actions that hurt people and destroy things”
Mayhem. (n.d.). Retrieved December 1, 2014, from http://www.merriam-webster.com/dictionary/mayhem
Why this series?
Meetings are one of the most ubiquitous business and organizational tools in the world. From MIT Sloan, “Employees spend increasing amounts of time in meetings and love to complain about them. But privately they see meetings as a productivity tool -- one that companies can learn to use better.” http://sloanreview.mit.edu/article/the-science-and-fiction-of-meetings/
We face meetings around the world, in person, via phone, via video, via online chat, while standing, while sitting, while walking, in boardrooms, hallways, and everywhere else humans may gather…let’s immediately eradicate the most destructive meetings! The most destructive meetings waste time, talent and resources. They create mayhem and this series is dedicated to stopping them. Let’s make meetings effective and banish the mayhem that poor meeting management (from organizers, presenters and attendees) causes! In this series we work through techniques to tame and mitigate meeting mayhem anywhere, any time for anyone!
This episode is, “Virtual Meetings and MUTE!”
In this show we discuss A Stone* of Solutions™ including:
1. Meetings are marvelous when conducted in the most optimal manner.
2. Virtual meetings are virtuous. “Why do we have meetings and events? 1) to exchange information; and 2) to network. Virtual meeting and event technology can facilitate these two objectives easily.” http://www.businessweek.com/debateroom/archives/2009/01/virtual_meetings_will_erase_face_to_face.html
3. Meeting management mastery is a skill set that requires specific knowledge and experience.
4. Insufficient numbers of staff members are formally educated on meeting management mastery. From The Science and Fiction of Meetings from MIT Sloan, “Although most employees believe that they have above-average meeting-oriented skills, that cannot be so. The reality is that many companies would see significant improvements if employees simply learned some of the basics: when to call meetings, how to prepare an agenda, how to encourage participation and how to manage cultural differences and resolve conflicts. Given how much organizations invest in meetings, it is surprising how few bother to monitor employee skill levels or keep track of how meetings are being viewed internally.“ http://sloanreview.mit.edu/article/the-science-and-fiction-of-meetings/
5. Virtual meetings are an entirely distinct and additional subject matter to master separate from in person live events. “Conducting a successful virtual meeting requires preparation and a new set of etiquette rules.[…] The biggest mistake people make is assuming that influencing when you are meeting face to face is the same as influencing when you are interacting virtually. It's not. The rules are different because people respond differently when they are interacting virtually.” http://www.inc.com/guides/2010/12/5-tips-for-conducting-a-virtual-meeting.html
6. Prepare your meeting technology for a professional (no background noise or cross talk) and accessible (the scheduled speakers and all questions and interactions are clear and easy for all attendees to hear) meeting. Obtain and send out to all attendees the MUTE option steps on their user end.
7. When possible use technology that provides the meeting organizer the ability to MUTE all attendees and non-scheduled speakers when they enter the meeting. “The advantage of virtual meetings is the ability to hold them almost anywhere— the disadvantage of virtual meetings is also the ability to hold them almost anywhere. Online meeting attendees can call or log in from the local coffeehouse, airport lounges, home offices, etc. To minimize background or "road noise" (you don't want your child, pet, or ringing phones to become the focus) you can opt to "mute all attendees and only take questions via the chat box," says Stack.” http://www.inc.com/guides/2010/12/5-tips-for-conducting-a-virtual-meeting.html
8. You don’t want to be the attendee whose pet, family member, train station noise or other background noise interrupts the meeting.
9. When this happens everyone stops viewing you as a high quality professional colleague and starts viewing you as a rude and perhaps poorly performing colleague (“you don’t make it seriously”).
10. Saying to meeting attendees at the outset, “I apologize in advance for my ______ " (likely disruption from pet, family member, airport terminal announcer, etc.). Simply MUTE yourself. If you have to speak and UN-MUTE yourself, remove yourself and/ or the background distractions prior to doing so. Plan ahead.
11. MUTE all other attendees who are not on the speaking schedule so that there is not any cross-talk in any onsite locations.
12. Either have the organizer universally MUTE all attendees at upon their entry to the meeting (with an announcement to everyone regarding that policy) or accept a poorly run meeting. Leaving it up to each individual to MUTE themselves and then continuously asking people to do so is unprofessional and ineffective.
13. If you do not universally MUTE everyone as the organizer you are not able to appropriately individually MUTE attendees as this may constitute action to silence dissent or unpopular opinions. It is a meeting and you must treat everyone with equal respect and procedures.
14. Meetings are professional opportunities for everyone to shine! Use MUTE to ensure that you and all other attendees, speakers and organizers are viewed as consummate and committed professionals!
I am not on MUTE in this show, so let's discuss virtual meetings and MUTE!
*A stone is unit of measure equaling 14 pounds (so we have 14 elements in our one stone of solutions!).
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