Conquer Meetings with Teams Call Tips

Mastering the Art of Remote Collaboration

Have you ever felt like the brave explorer, venturing into uncharted territory, only to find your map torn, your GPS malfunctioning, and your fellow adventurers scattered without a way to communicate? That’s what virtual meetings can sometimes feel like – a journey fraught with technical challenges, disengaged participants, and a lack of spontaneity.

As someone who has spent countless hours on the phone, making cold calls, and leading sales teams, I know a thing or two about overcoming call reluctance and meeting anxiety. [1] And let me tell you, the principles I’ve learned can be applied to conquering the remote meeting frontier as well.

So, buckle up, because I’m about to take you on a journey to unlock the secrets of effective virtual meetings using Microsoft Teams. Get ready to become a master of remote collaboration and say goodbye to the days of awkward silences, multitasking, and disjointed discussions.

Fostering Psychological Safety

The first step in conquering virtual meetings is to create an environment where everyone feels safe to speak up and contribute. After all, what’s the point of having a meeting if people are too scared to share their ideas? [2]

I remember when I first started in sales, I was terrified of making cold calls. The fear of rejection, the worry that my ideas wouldn’t be good enough – it was enough to make me want to hide under my desk. But you know what? The more calls I made, the more I realized that the grouchy, angry people on the other end of the line were already in a bad mood before I even picked up the phone. [1]

The same principle applies to virtual meetings. Just because someone doesn’t immediately chime in or disagree with you, it doesn’t mean they’re judging you or that your ideas are bad. In fact, they might just be processing the information and gathering their thoughts.

To foster psychological safety, try these tips:

1. Set the tone. As the meeting host, it’s your job to create an environment where everyone feels comfortable speaking up. Start the meeting with a casual icebreaker or a round of “wins” to get the conversation flowing.

2. Encourage participation. Don’t just let the same few people dominate the discussion. Actively call on quieter participants and ask for their input. [2]

3. Be an active listener. When someone shares an idea, make sure to acknowledge it and ask follow-up questions. This shows that you value their contribution.

4. Address concerns with empathy. If someone expresses hesitation or disagreement, don’t dismiss it. Instead, try to understand where they’re coming from and address their concerns in a constructive way.

By creating a safe and inclusive virtual meeting space, you’ll unlock the true potential of your team and watch as the ideas start to flow.

Harnessing the Power of Interactivity

One of the biggest challenges of virtual meetings is the lack of spontaneity and interactivity. When everyone is confined to their own little Brady Bunch-style squares, it can feel more like a one-way information dump than a collaborative discussion. [3]

But here’s the thing: just because you’re not in the same physical space doesn’t mean you can’t engage your team and keep them on their toes. In fact, with the right tools and strategies, you can make virtual meetings even more dynamic and engaging than their in-person counterparts.

Here are some ways to spice up your Teams calls:

1. Use polls and surveys. Incorporate real-time polls and surveys to get instant feedback from your participants. This not only keeps them engaged, but also gives you valuable insights into their thoughts and opinions. [3]

2. Leverage breakout rooms. Take advantage of Teams’ breakout room feature to facilitate small-group discussions or brainstorming sessions. This encourages more active participation and allows for deeper dives into specific topics.

3. Incorporate multimedia. Don’t just stick to the standard screen-sharing. Mix things up by playing videos, sharing interactive whiteboards, or even bringing in guest speakers. [3]

4. Encourage camera use. While it can be tempting to go camera-free, seeing each other’s faces can go a long way in fostering a sense of connection and engagement. [3]

Remember, the goal is to create a virtual meeting experience that feels dynamic, collaborative, and, dare I say, even a little bit fun. By harnessing the power of interactivity, you’ll keep your team on their toes and leave them energized and excited for the next call.

Mastering the Art of Virtual Body Language

In the world of in-person meetings, we rely heavily on non-verbal cues to gauge how our message is being received. A subtle nod, a furrowed brow, or a yawn can all provide valuable feedback on whether we need to adjust our approach. [2]

But when you’re staring at a grid of faces on a screen, those non-verbal signals can get lost in translation. This can leave you feeling disconnected, unsure of whether your team is truly engaged or just politely zoning out.

Fear not, my fellow virtual meeting maestros! There are ways to overcome this challenge and tune in to the unspoken language of your remote team. [3]

1. Encourage camera use. As I mentioned before, seeing each other’s faces can work wonders for fostering engagement and understanding. Make it a norm for your team to keep their cameras on during meetings.

2. Pay attention to facial expressions. Even through a screen, you can still pick up on subtle changes in your team’s expressions. Are they frowning? Smiling? Squinting in confusion? Use these cues to gauge their reactions and adjust your approach accordingly.

3. Look for body language cues. Sure, the view may be limited, but you can still catch glimpses of your team’s body language. Are they leaning in, engaged and attentive? Or are they slouching, with their arms crossed? Take note of these signals and use them to inform your meeting dynamics.

4. Ask for feedback. Don’t be afraid to check in with your team and ask how they’re feeling about the discussion. A simple “Does this make sense so far?” or “Do you have any questions or concerns?” can go a long way in keeping the lines of communication open.

By tuning in to the virtual body language of your team, you’ll be able to create a more connected, responsive, and productive meeting experience. And who knows, you might even uncover a few unexpected surprises along the way!

Fostering Organic Connections

One of the most significant challenges of virtual meetings is the lack of those spontaneous, serendipitous moments that often happen in the physical world. [3] You know, the kind of impromptu chats that happen in the hallway or the casual conversations that spring up during a coffee break.

In the remote work landscape, those unplanned interactions can feel few and far between. And that’s a real shame, because those organic connections are often where the magic happens – where ideas are born, problems are solved, and relationships are forged.

But fear not, my friends! There are ways to recreate that sense of spontaneity and community, even in the digital realm. [3]

1. Schedule regular 1-on-1s. Take the time to connect with your team members on a more personal level. Catch up on their work, their lives, their hopes and dreams. These one-on-one sessions can be a game-changer in building trust and fostering a sense of community.

2. Embrace virtual “water cooler” moments. Set aside time before or after your meetings for casual conversation. Encourage your team to share their weekend plans, their latest binge-worthy shows, or their favorite quarantine hobbies. [3]

3. Utilize breakout rooms. Remember those breakout rooms I mentioned earlier? They’re not just for work-related discussions. Use them to facilitate more casual, unstructured conversations, where your team can connect on a personal level.

4. Celebrate wins and milestones. Take a moment during your meetings to recognize your team’s achievements, whether it’s a major project milestone or a personal accomplishment. This not only boosts morale, but it also helps to strengthen the bonds between your team members.

By nurturing these organic connections, you’ll not only keep your team engaged and motivated, but you’ll also be laying the foundation for a thriving, collaborative virtual community. And who knows, you might just stumble upon the next big idea while chatting about the latest episode of “Succession.”

Navigating the Virtual Meeting Landscape with Teams

As we’ve explored, the world of virtual meetings can be a daunting one, filled with technical challenges, engagement pitfalls, and a distinct lack of that in-person magic. But fear not, my friends, for Microsoft Teams is here to be your trusty guide through this digital wilderness.

Teams’ robust set of features can help you overcome the obstacles you’re likely to encounter in your virtual meeting adventures. [4] Let’s take a closer look at how this powerful tool can help you conquer your remote collaboration woes:

1. Seamless Integration: Teams seamlessly integrates with the Microsoft 365 suite, making it easy to access all your essential tools and documents right from the meeting interface. No more jumping between tabs and windows!

2. Interactive Collaboration: Teams’ collaboration features, like shared whiteboards, real-time co-authoring, and breakout rooms, can help you keep your team engaged and foster that all-important sense of interactivity. [3]

3. Personalized Experiences: With custom backgrounds, virtual Together mode, and the ability to spotlight speakers, Teams allows you to create a more personalized and immersive meeting experience for your participants.

4. Insightful Analytics: Teams provides valuable insights into your meeting performance, including attendance, engagement, and even call duration – crucial data for fine-tuning your virtual meeting strategies. [4]

5. Flexible Scheduling: Teams’ integration with Outlook makes it a breeze to schedule and manage your meetings, ensuring everyone is on the same page and ready to dive in.

So, whether you’re looking to foster psychological safety, ramp up the interactivity, or cultivate those organic connections, Teams has the tools and features to help you conquer the virtual meeting frontier. [4] Just remember to approach each call with a spirit of adventure, a willingness to experiment, and a healthy dose of humor (because let’s face it, things are bound to go a little sideways sometimes).

Embracing the Remote Collaboration Frontier

As we wrap up our journey through the virtual meeting wilderness, I hope you feel empowered and excited to take on your next Teams call. Remember, the key to conquering this new frontier is to embrace the challenges, experiment with different strategies, and never lose sight of the human element that makes collaboration so powerful, even in the digital realm.

So, gather your team, fire up Teams, and let’s get to work. Who knows, you might just discover the next groundbreaking idea or forge a connection that takes your virtual community to new heights. The remote collaboration adventure is just beginning, and with the right mindset and the right tools, the possibilities are endless.

Happy meeting, my friends!

[1] Iannarino, S. Anthony. “The Only Way to Overcome Sales Call Reluctance.” The Sales Blog, 15 Oct. 2019, www.thesalesblog.com/blog/the-only-way-to-overcome-sales-call-reluctance.

[2] Grenny, Joseph, and David Maxfield. “How to Overcome Your Fear of Speaking Up in Meetings.” Harvard Business Review, 7 June 2021, hbr.org/2021/06/how-to-overcome-your-fear-of-speaking-up-in-meetings.

[3] “8 Virtual Meeting Challenges and How to Overcome Them.” Switchboard, 16 Sept. 2021, www.switchboard.app/learn/article/virtual-meeting-challenges.

[4] “How to Find Call Start and End Time for a Meeting.” Microsoft Tech Community, 17 June 2019, techcommunity.microsoft.com/t5/microsoft-teams/how-to-find-call-start-and-end-time-for-a-meeting/td-p/1164346.

[5] Wilding, Melody. “How to Speak Confidently in Meetings When You Feel Anxious.” Melody Wilding, 10 Feb. 2020, melodywilding.com/speak-confidently-meetings-when-anxious/.

[6] “Meeting Challenges and How to Overcome Them.” Fellow, 29 Apr. 2021, fellow.app/blog/meetings/meeting-challenges-and-how-to-overcome-them/.

[7] “Virtual Meeting Challenges and How to Overcome Them.” Lucid Spark, 27 Aug. 2021, lucidspark.com/blog/virtual-meeting-challenges-and-how-to-overcome-them.

[8] “How to Find Call Start and End Time for a Meeting.” Microsoft Tech Community, 17 June 2019, techcommunity.microsoft.com/t5/microsoft-teams/how-to-find-call-start-and-end-time-for-a-meeting/td-p/1164346.