Are your monthly team and quarterly meetings a combination of speed dating and speed networking with uncomfortable beginnings, quick detailed updates, and “we ran out of time” endings? Do they start like this: “Hello?” “Can you hear me? Can you see my screen?” “The video feed is lagging, anybody attending from the satellite office?”
Does it sound like a horrible digital remix of Pink Floyd, Adele, and the Verizon commercial trending on YouTube with over 5-million views? Now, wait for it… several more minutes go by with shuffling chairs, background chatter, car horns atop of notification sounds from remote connections entering the call. Slowly fading into the audio is the happy host, clearly announcing the start of the meeting, “Welcome, everyone, glad you all could make this meeting!”
Right about now, most online attendees would be private messaging a co-worker with a mash of (Facepalm) emojis.
7-minutes of our life is gone. I won’t go into the math of what 7-minutes costs a company each time the remix is played, and won’t mention the effects it has on morale, besides inconvenience for those attending in a different time-zone. Yep, I call this a “Groundhog Day Communication Dilemma.”
Do you know how to avoid the movie Groundhog Day from your communication strategies?
Let me help with providing one powerful phrase that is least used in most industries and has the greatest impact on the communication besides the way it is delivered: “Mix it up.” Simple, right?
What we hear often: “Wait, what – mix it up? How do we go about disseminating information to the masses and in a way, everyone feels connected? We only do this occasionally. It saves us time doing it this way.”
I understand your rationale, but is it really the best way?
Look at the big picture when it comes to monthly or quarterly communications with large teams over several time-zones and various locations. Monthly and quarterly meetings tend to be an information dump of current, completed, and upcoming things and are mostly one-way directional flow of information. Having people together doesn’t equate to a connection. It is simply putting people in the same place and at the same time.
For information push communications: Use technology and simplify the message.
Ideas include:
- Pre-record the information. Each topic could be a 5-minute update, by Keeping It Super Simple (KISS). Use a webcam and/or PowerPoint. Share it on the intranet group page, department page or pushed from a Learning Management System (LMS) if you require tracking.
- Interdepartmental eNewletters are a great way to provide links to the topics at hand. Using technology this way also alleviates second-hand miscommunication, which is beneficial for those on vacation, PTO, or are unable to attend at that time to receive the same information and view it at a time that is convenient.
- Lastly, offer Manager sessions, Group Q&A session(s), or intranet message boards for dialog, if needed. Those that want to know more or have questions have a forum.
If technology is the barrier, think about tools you have at your fingertips to disseminate the information in a different way. Ask participants, how they would like the information next time. As for future quarterly meetings and communications, also ask for volunteers to help with strategizing or to deliver the information.
Enjoy removing the “Groundhog Day Communication dilemma” from your communication strategy. That is unless you all love repeating the 7-minute remix to everyone’s already busy schedule.
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