Why leaders should start transforming online connections

The percentage of virtual meetings disappeared from 48% in 2020 to 77% in 2022The logical consequence of switching to distant platforms for work and digital communication, which we have experienced in recent years.

But here is Maryna – only 30% of those meetings are considered productive. In fact, many managerial staff and employees imagine that a significant a part of them might be replaced by E -Mail. Even worse than before standard meetings on site, online connections persist with the computer and robbed precious interaction head to head with friends.

So if all of us see obvious communication problems, why do I persist with it?

My extensive experience in tracking productivity and optimization has shown that many online connections could be effectively replaced by e -mail (or other technique of asynchronous communication). Here’s tips on how to do this and achieve increased performance (and reduce the fatigue of the meeting) for your team.

1. Master the art of shiny and concise e -Maili

While online meetings are undoubtedly obligatory for complex discussions, long explanations or situations requiring the team’s contribution, they are often abused.

People often select online meetings for fear of incorrect interpretation or lack of clarity. Ironically, these connections often follow E -Maile summarizing the discussion and confirming writing contracts.

As long as you know tips on how to write clear and oriented e-mails, connections are often an unnecessary step. These are powerful rules of writing e -maili that saved me hours of inherable online meetings:

• Clear and specific thematic lines Help categorize information in the inbox. For example, do not write a “monthly report” in the subject, but a specific about this month and the report you are talking about.
• Use paragraphs and bullets To structure information in easily digestible pieces. Limit paragraphs to 2-3 sentences to get higher readability.
• Be directly and oriented To explain what motion is required and from whom. Use motion verbs resembling “review”, “approves”, “answer” or “schedule”.
• Avoid long performances and kindness; Give your goal perfectly in the first sentence.
• Having said Always be nice Offer help and avoid passive and aggressive phrases in e-mails.
• Provide clear dates When you expect an answer or motion.
• Proofread To avoid typos and sharpen the message.

While composing a well-made email may require initial effort, time invested in the development of this skill will eventually save your team of countless hours spent on unproductive online connections.

2. Browse alternative communication methods

The company’s work culture may contribute to employees’ passion for web connections. If the organization promotes the mentality of “always included”, some type of presence is inevitable. Employees may feel forced to participate in unnecessary connections in order to reveal their constant availability and response, even if it hinders their performance.

First, discuss this intention with the team and explain that online connections are not a default communication method to reduce the variety of connections needed only to reveal work. Remember that some employees could work in the communities with extremely popular meetings before, leading them to perceive constant meetings as a norm.

Alternative communication methods will then be introduced to keep up the connection when minimizing the break. For example, project management tools, message transmission platforms and shared documents are solid alternatives to real-time connections-if they are used efficiently. These tools facilitate cooperation without the need for constant meetings.

3. Create clear guidelines for the use of connections

Many organizations do not have clear communication protocols, leaving employees uncertain when to make use of connections in comparison with E -Mail messages. As a leader, your duty is to find out the shiny guidelines and enable the team to work the most accurate.

This process is simpler than it seems. Start by communicating with the team, outlining scenarios in which E -Mail (or direct message) is sufficient, resembling sharing information, project updates and easy demands.

Then provide clear guidelines for when a connection is obligatory, resembling complex negotiations, urgent matters and brainstorming sessions.

Explain the advantages of limiting unnecessary meetings and highlight the value of efficient communication via e -mail and other asynchronous methods.

4. Schedule of focused working times to limit unnecessary connections

Thanks to connections one by one it is not not possible to keep up concentration and achieve significant work. While the connections are officially “work”, it is doubtful how much real, productive work is underway. In addition, 92% of employees Admit multitasking during virtual meetings, which overcomes his goal much more.

While the need (and length) of concentrated work blocks may vary depending on the professions, everyone uses dedicated periods of “without a meeting”. These could be time windows on a day that are crucial for deep work, uninterrupted processing of e -mail messages and simply allowing the mind to wander and generate recent ideas. Or they could be all dedicated days without a meeting.

To help your employees limit the continuous ping-pong online calls, encourage them to book time intervals on each day and inform their colleagues about them in common calendars or notifications about the status of Slack. Emphasize the importance of respecting these times of focus and avoid planning meetings in these periods. Or take control and set a schedule of days off from meetings.

Herring and analyze your communication

Before revolutionizing online communication in your organization, analyze current communication patterns. Talk to your team to grasp their perspectives for online connections and their perceived performance.

Do not make any decisions without reviewing the insights based on data. Use tools to trace the frequency of connection in comparison with the performance and identification of areas to enhance. By following your team’s communication habits, you possibly can estimate the time saved, reducing unnecessary connections, potentially explaining to hours gained every week.