Conquer Your calendar: shorter, sharper video calls

Back-to-back video calls. Sound familiar? For many corporate managers, this is the new normal. While connecting remotely is essential, these marathon sessions can drain energy, stifle creativity, and ironically, hinder productivity. We're spending hours in virtual meetings, but are we actually achieving anything? The answer, too often, is no. It's time to reclaim our diaries and make video calls work for us, not against us.

This isn't about ditching video calls altogether. They're vital for collaboration, especially with dispersed teams. This is about making them sharper, more focused, and ultimately, shorter. Here's how to get more from less:

1. Purpose Before Pixels:

Before scheduling any video call, ask yourself: is this meeting absolutely necessary? Could the information be shared via email, a quick phone call, or a collaborative document? If the answer is yes, ditch the video call. If not, define the meeting's objective. What specific outcome do you want to achieve? A clear purpose is the bedrock of a productive meeting.

2. Agenda is King (or Queen):

No meeting should start without a clear agenda. Share it in advance, giving participants time to prepare. This allows everyone to come to the table (virtually, of course) with relevant information and ideas, maximising the time you have together. Stick to the agenda during the call – politely but firmly steer the conversation back on track if it wanders.

3. Respect the Clock (and People's Sanity):

Shorter meetings are better meetings. Aim for 25-minute slots instead of the default hour. You'll be surprised how much you can achieve with focused discussion. Start and end on time. Respecting people's time demonstrates respect for them as professionals. Plus, it builds a culture of efficiency.

4. Engage, Don't Just Broadcast:

Video calls shouldn't be a one-way street. Encourage participation. Ask open-ended questions. Use collaborative tools like shared whiteboards or online polls to keep people involved. A silent audience is a disengaged audience.

5. The Art of the Concise:

Encourage brevity. Discourage rambling. Get to the point quickly and efficiently. This is especially crucial in larger meetings. Consider using a "talking stick" approach (metaphorically, of course) to ensure everyone has a chance to speak without being interrupted.

6. Action and Accountability:

Every meeting should end with clear action points. Who is responsible for what, and by when? Document these decisions and circulate them after the call. This ensures accountability and prevents good intentions from fading into the digital ether.

7. Embrace Asynchronous Communication:

Not every discussion requires a live video call. Embrace asynchronous communication tools like shared documents, project management software, and instant messaging for updates, brainstorming, and quick questions. This frees up valuable time for focused video calls when they are truly necessary.

8. The "Off" Switch is Essential:

Finally, and perhaps most importantly, encourage breaks. Back-to-back video calls are exhausting. Schedule short breaks between meetings to allow people to stretch, grab a coffee, or simply step away from the screen for a few minutes. A refreshed team is a more productive team.

Reclaiming control of your video call schedule is about more than just saving time. It's about fostering a culture of efficiency, respect, and ultimately, better work. By implementing these strategies, you can transform your video calls from energy-draining marathons into productive, focused sessions that actually help your team achieve its goals. Now, go forth and conquer your calendar!