How to have productive online meetings with your interns.

many companies now have decided to move their internship programs entirely online. This is no surprise considering the social environment these days. Travel is restricted and many companies are working exclusively from home. this can bring problems along with it. Teams now need to have online meetings and managers need to assess the progress of their interns through Zoom or other online software complicating communication and relationships.

According to studies led Dr. Mehrabian only 7 percent of communication is verbal, 38 percent vocal, and 55 percent visual. That means that 93 percent of communication is “nonverbal” in nature. So how can we then have effective communication in online meetings? The points below may seem like common sense and they are, however they are often forgotten or overlooked making the meeting more difficult than it needs to be.

Preparation

• Read the agenda ahead of time, and come prepared.
• The first thing to think about is setting ground rules ahead of time.
• Make sure you eliminate all distractions, turn off your phone and make sure pets will not distract you.
• Plan to be in a well-lit and quiet location.
• Show up 5 minutes early to test the sound and video.
• Be on time. Nothing says that a meeting is not important more than turning up late.

During the meeting

• Have everyone introduce themselves if the participants do not know each other so everyone can follow along with what is said.
• Set the ground rules, meeting length, make sure you are on mute, time limits for speakers if needed.
• Go over the agenda and the desired results for the meeting.
• Choose a timekeeper, moderator

Etiquette

• Try to use an engaging voice
• Speak clearly and slower than normal
• Choose your words carefully so that the idea you are trying to convey is crystal clear
• Try to use body language when you are speaking.
• Stay on topic. An agenda should be driven by action and sent to attendees in advance
• Engage with your voice.
• Be aware of your body language and facial expressions
• Actively listen. That means focus on what they are saying rather than think about what you are going to say.
• Avoid distractions.
• Don’t stare at your phone while other people are presenting.
• Don’t interrupt other people when they’re speaking.
• Do not attempt to speak over whoever is speaking at the time.
• Don’t work on other tasks (like checking email) during the virtual meeting.
• Turn off all notifications and make sure your cell phone is on silent.

Conclusion

• Check-in with team members to see if there are any final thoughts.
• Go over all decisions and all desired conclusions.
• Confirm all delegated responsibilities and roles so that it is easy for everyone to stay accountable for their responsibilities.
• Set the next meeting so that people can plan appropriately.

If you are clear with the expectations and follow these guidelines you can increase your productivity and make your meetings more efficient and pleasant.