This presentation reviews four important strategies for hosting productive online meetings. #1: Are you prepared for the meeting? #2: Create consistency around meetings #3: Create and circulate a meeting agenda and notes #4: Learn to listen Bonus: Try a PechaKucha Presentation

1. FOUR STRATEGIES FOR HOSTING
PRODUCTIVE ONLINE MEETINGS

2. FIRST STRATEGY FOR HOSTING
PRODUCTIVE ONLINE MEETINGS
The first strategy for hosting productive online
meetings is simply preparation. Being prepared for
meetings is perhaps the most powerful strategy for
hosting productive meetings.
1.ARE YOU PREPARED FOR THE MEETING?

3. BENEFIT OF PREPARATION BEFORE MEETING
Preparation enables you to come to the meeting confident in your ability to communicate
with the online meeting tools available. As a meeting host, you can show all meeting
attendees that you’re present and paying attention simply by turning on your video camera
CONFIDENT
ATTENTIVE

4. THE CONCEPT OF “PRESENCE”
The concept of “presence” is used throughout online communications to
bring remote teams together. Many people feel uncomfortable on camera,
yet overcoming this fear as a leader allows you to lead by example.

5. WHY IS THE USE OF VIDEO SO IMPORTANT TO HOSTING
PRODUCTIVE ONLINE MEETINGS?
Ninety three percent of communication is nonverbal, so naturally promoting the use of video cameras
during your meetings will increase your communication effectiveness and participant engagement.
93%
Non-verbal
Communication
use of video cameras
during your meetings
Communication effectiveness
and participant engagement

6. ONLINE MEETING
WILL BECOME
MORE
COMMONPLACE
AND NATURAL
Confronting and overcoming any fears you
may have using online communication tools is
generally the first step you can take toward
hosting a productive online meeting. As
culture shifts, meeting online will become
more commonplace and natural for everyday
communications.

7. TEST MEETINGS
Test meetings are a great way for managers to
encourage employees to gain familiarity and comfort
with using online meeting platforms.
Fun video backgrounds and “Touch up my appearance”
features help users become more comfortable on-
camera
A simple tip for looking more professional on-camera is to
record a quick video on your preferred meeting platform and
review the video recording.

8. As regularly scheduled meetings evolve over time,
each member of the team can adapt and find their
unique role within the meeting.
2 CREATE CONSISTENCY AROUND MEETINGS

9. 3 CREATE AND CIRCULATE A MEETING AGENDA AND
NOTES
If someone is getting off track from the established agenda, the meeting
host or co-host can refer back to the meeting agenda. It’s commonplace for
groups to table or sideline conversation on an issue that veers too far from
the intended meeting goal.
MEETING AGENDA
NOTES
CIRCULATE A MEETING
AGENDA AND NOTES
INTENDED MEETING GOAL.

10. PRODUCTIVE MEETINGS
Productive meetings have
agendas that are distributed
in advance and frequently
use a shared document for
recording meeting notes
It’s helpful to share meeting
notes in an organized folder
on a shared drive that all
meeting members have
access to
Posting the notes in a collaboration
channel that all members of the
meeting are a part of is a great way
to keep projects moving forward

11. LEARNING HOW TO BE A
GOOD LISTENER
is another key to hosting
productive meetings. Hosts
who do most of the talking
need to remember to take a
pause, breathe, and listen.
4: LEARN TO LISTEN

12. TRANSITIONING FROM SPEAKING MODE
TO LISTENING MODE
It is also important for all meeting attendees. Yet, a study from Psychology
Today finds that only 10 percent of people actively listen during most
conversations (Osten, 2016). Sometimes the most important thing you can
do is listen.
10%
People actively listen during
most conversations
SPEAKING MODE LISTENING MODE

13. LISTENING TO
AND ENGAGING
OTHER MEETING
PARTICIPANTS
Listening to and engaging with other
meeting participants in a respectful and
thoughtful manner is important. Close
listening also can enable you to
crowdsource new ideas because we learn
from others’ experiences.

14. TRY A PECHA KUCHA PRESENTATION
PechaKucha, which means “chit-chat” in Japanese,
is a way of presenting a story in just 400 seconds
with 20 images. Each image receives 20 seconds
during the nearly seven-minute presentation.
Looking for a little inspiration?
Try hosting a Pecha Kucha presentation.