Long before the world had even heard about COVID-19 and the move to remote work the “Zoomies” was a common phrase in our household. This term was used whenever our sweet dog had an unforeseen explosion of pent-up energy and would run madly about the house or backyard. His tearing back and forth with a crazy look in his eyes would leave us wondering, “where did this come from” and “why is he all of a sudden behaving in such a crazy manner?” This burst of hyperactivity would inevitably be followed by a crash where he would lie down with a thud and a palpable feeling of exhaustion.
This reminds me of what I have experienced myself and what others have shared with me after months of online meetings (via Zoom or other platforms). The onslaught of back to back days sitting in front of the computer and ongoing communication with others through technology has often left us with a surge of pent-up frustration only to result in exhaustion. I’ve even been late for some online meetings as I race from one session to another. This is extremely annoying and I can’t even blame traffic! The record was fourteen online meetings in one day and I must admit, after this long arduous period I felt like I could run about the house screaming and then collapse. In other words, I was experiencing the Zoomies!
With the ease of holding online meetings some important protocols are being forgotten. As such, the following reminders will help ensure effective sessions:
1) Set meeting agendas. This helps people to prepare and focus.
2) Ask people to focus and not multi-task. We can still see you checking your phone or worse, checking out.
3) Honor timelines. Begin and end the session as scheduled. Carefully consider the length of the session. How much time is really needed and can follow-up be conducted through other means and/or another online session? How many meetings are you requesting that someone attend in one day? Can you place a limit on daily sessions?
4) Ensure that there are action items allocated to each participant. If someone doesn’t have a take-away why are they at the meeting? Ensure that everyone is included and given the opportunity to contribute. Some people are uncomfortable in online environments and need encouragement and assistance in order to speak up.
5) Records from the meeting are important. Take minutes. It is critical that key decisions are documented.
6) Consider if the meeting is really necessary or if there is an alternative. Could the communication could be dealt with through another means (i.e. via a phone call or via emails)?
7) Don’t make meetings all about business. Leverage the time together to enhance relationships and build connections. Begin by having people share a good-news or success story. Or, have each participant share an item from their home office.
8) Always learn from past online meetings and be willing to change format and processes based upon what didn’t work well. Take time to ask employees what is and isn’t working with these sessions and use their input and ideas.
A quick tool to easily recall these tips is “AFTER ALL”. As we continue to meet online, let’s ensure this is done in a strategic, productive and humane way. And, let’s be honest, meetings really do hold the possibility to frustrate people and increase burn out. In summary, having people experience the “Zoomies” is neither efficient or effective.
A: Agenda
F: Focus
T: Timelines
E: Everyone
R: Records
A: Alternative
L: Leverage
L: Learn