International meetings have become an integral part of the communicative strategies in organizations due to globalization in the business world. However, with digital sources, there have developed several tools like Microsoft Teams that facilitate such communication. Still, for international meetings to be held successfully over Microsoft Teams, proper strategy and implementation are a must. Here are some best practices so that your Microsoft Teams international calling does not go awry in vain.
1. Plan in Advance
Clear Targets
Plan, with the specific objectives set for the meeting, well before the meeting dates. These may include brainstorming some ideas or making a critical decision; an agenda distributed in advance helps the participants prepare and know what to expect.
Test Technology
Ensure that all the technological factors are on a good working scale. Test your internet connection, audio, and video settings before the meeting. Teach them to do the same also, most especially if they are using different devices. In this way, disruptions during the meeting can be reduced.
Familiarize yourself with the features of Microsoft Teams
Microsoft Teams offers some features that will create an excellent experience for the meeting including screen sharing, breakout rooms, and live chat. Familiarize yourself ahead of time so that during the meeting you can avail yourselves of them properly.
2. Consider Time Zones
Schedule Wisely
When you are scheduling an international meeting take into consideration all participants’ respective time zones. You can use online tools such as World Time Buddy, to find out a time that can be convenient to meet with every participant. The best time selected has to be reasonable enough to attend and participate for everyone involved in the meeting.
Communicate Time Clearly
Mention time zone so it is known when the meeting takes place. Utilize a worldwide understood language, such as “3 PM GMT” in lieu of “3 PM.”
3. Promote Interaction
Invite All Participants to Join In
In global meetings, some voices may become drowned out. Ensure every participant joins in by directly inviting people to provide feedback. Use polls or Q&A by Microsoft Teams to spark interaction.
Cross-cultural Sensitivity
Be aware that style of communication might differ from culture to culture. Some may be much more reserved in the group, but some cultures will appreciate a direct approach. Facilitate accordingly to make everyone feel free to share their perspectives.
4. Optimize Your Presentation
Visual Aids
You also use visual aids to accompany your discussions. For example, slides, charts, and graphs might make the difficult-to-understand ideas easier to comprehend by keeping the participants interested. You can easily share your screen and display your visuals using Microsoft Teams.
Be Succinct
Be succinct and clear. Long explanations cause participants to lose interest, especially if they are in a different native language. Talk about key points, and even have it opened to questions for better understanding.
5. Meeting Follow Up
Send a Meeting Minutes Summary
Get a summary of what happened, decisions, and action items out to all that attended within 24 hours of the meeting. Everybody now is on the same page, and each participant takes responsibility for their assigned activities.
Get Feedback
Talk about soliciting feedback on the meeting itself. Knowing what worked well and what did not helps the idea of improving future meetings. You can use Microsoft Teams to easily create a quick survey for participants to fill out.
6. Tap into the Microsoft Teams Features to the Full
Breakout Rooms
Microsoft Teams provides breakout rooms to allow a bigger group to be divided into smaller discussions. This feature can be an opportunity to present information, brainstorm ideas, or even host peer mentoring or coaching as participants can work in their small groups then gather together again. This helps to build better engagement and even allows the quieter members a chance to say something without the noise of trying to hear everyone at the same time.
Recording Meetings
Microsoft Teams allows the recording of meetings. This is useful for those not attending the meeting. Recordings assist the participant in revisiting the discussion, thereby ensuring that any important points are not missed.
Chat feature
Chat can be used to share links and resources or any thoughts and ideas during a meeting. This keeps them participating without disrupting flow of conversation.
7. Relationships
Ice Breakers
You can start an icebreaker at the outset of your meeting. This can be quite helpful in creating some relaxation and helping participants build rapport. Lighthearted questions or prompts can help make things more relaxed.
Follow-up on Conversations
Relationship building is not something that happens overnight. You’d do well to reach out to participants individually after the meeting for expressing appreciation over their contribution or to continue over specific points of discussion. An action of this kind will help bring you closer and motivate you to potentially collaborate in the future.
Conclusion
By following these best practices, you can execute successful international meetings that result in meaningful participation and contribution for all present. Microsoft Teams provides excellent support for conducting such global meetings with relatively seamless communications across borders.
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Using these best practices in addition to the very best features of Microsoft Teams, you should be able to bring your international meetings from being just formalities into lively discussions that result in effective action. Cheers to successful global collaboration!
