For a while now, I have been working with a virtual team.  At first I had a virtual team member in another country, and more recently I have added a team member located in another city of Australia.

 

We have a regular weekly team meeting, or Work In Progress (WIP) and it struck me today how effective we are in these meetings.

 

Firstly, they don’t necessarily have an agenda.  I know that seems contrary to having an “effective” meeting, however we are all pretty clear on the PURPOSE of the meeting, which is to update each other on work in progress and express any needs or support required.  

 

These meetings rarely take more than about 15 minutes, which is an average of 5 minutes per team member.  Whilst we didn’t set out to do this, it seems our STRUCTURE is quite simple.  Headline or project name, update on WIP and support (if any) required.  Any of us that have questions can ask, however if the project or issue requires a deeper discussion, we schedule that for a later time.

 

Finally, the INFORMATION we provide is current, relevant and timely.  It’s about making sure each of us know what we are responsible for, and where it is at. This helps us understand our roles and responsibilities, and there should never be confusion about what is expected, where people are and who we should talk to if we need help.

 

In the last minute or so, we generally do a check in on working hours, who is where, what days/hours will we be available in the coming week and generally making sure everyone knows where the others are at.

 

Virtual WIP meetings should be short, sharp and relevant.  If you are planning to make your weekly team or WIP meeting more effective, here are some tips:

 

• • Make sure people understand the PURPOSE, STRUCTURE and INFORMATION required.
  • The length of the meeting should allow for 5 mins (max) per person for their update.  Some people will use less/more but it allows for a 3 min update and 2 mins of questions or comments if necessary.
  • Use technology wisely.  If you have cameras use them. Being able to see the team makes a big difference and adds the personal touch.  Sharing screens is a quick and easy way to show people details.  Powerpoint presentations should be banned from this type of meeting.

 

Thoughts?

 

#makingvirtualwork #makingworkwork