Marketing is a complicated process. The advent of online marketing, in particular, has created a wide variety of marketing channels and activities. This has complicated marketing strategy and led to talent diversification in many marketing teams.
While the evolution of marketing in the 21st century has opened up new opportunities, it has also created its fair share of challenges. One of them is managing marketing team meetings quickly and efficiently. The rise of remote working has only exacerbated this challenge by moving many meetings to an online format.
If you’re in charge of organizing marketing meetings, here are some tips to help you knock the ball out of the park at every meeting.
Always create an agenda
The need to organize a meeting automatically implies that you will have an agenda. Your staff will arrive with the expectation that there will be some sense of organization and order in the proceedings. The lack of an agenda is the epitome of why meetings are so often seen as a waste of time.
Instead, be sure to take the time to create a meeting program. In the case of an online meeting, this is particularly relevant. For one, you don’t want everyone talking to each other in a Zoom meeting. On the other hand, you don’t want to hear the crickets because everyone tunes out or hesitates whether it’s a good time to step in.
Instead, always make sure you have quality meeting agenda software on deck. This will help you and your team collaborate as everyone is able to focus and contribute at the right time. It also helps you stay on track and maintain accountability when making decisions.
Related article: What are the necessities of a remote marketing team?
Invite only relevant parties
Everyone brings their own sense of value, talent and responsibility to a business. However, there is a time and a place when it is necessary.
In the case of a virtual meeting, if an individual’s different values and talents are not absolutely important, it may be best to exclude them from the guest list. The practicality of participation is important if you want your meetings to be effective.
That doesn’t mean you should be ruthless about who attends every meeting. If it makes sense to have someone there, by all means ask them to attend. The important thing to consider here is the filter you use when choosing who to invite to each meeting.
If you think it’s important for some people to access meeting information without attending, you have several options. First, you can ask them to attend with their microphone turned off. Second, you can use meeting transcription software to create audio and text copies of your meeting so others can access it.
Related article: How to turn your remote marketing team into an agile marketing team
Create a consistent format
Using calendars and inviting the right people can already do wonders even if the rest of your meetings remain intact. However, if you really want to take things to the next level, consider creating a predictable format for how your meetings run.
This does not mean that everything has to be the same every time. However, you can create a checklist to go through each time you host a meeting. This way, you can make sure you’re meeting a few important efficiency factors every time you come together, such as:
- Require everyone to keep their videos on.
- Make it clear who should turn their microphone on or off during the meeting.
- Establish ground rules for respect and video conferencing etiquette.
- Take the time to introduce and greet everyone in the room.
- Make sure everyone has all the necessary documents and resources at hand.
- Make sure everyone has received your agenda.
By establishing a checklist, you can create a predictable and positive atmosphere for your meetings. It doesn’t just use useful video chat elements. It also creates a sense of comfort in which your team can function.
Evolve your marketing meetings, today and tomorrow
The world of remote work is here to stay. Of course, there are areas where hybrid and even full-time on-site work continues. But in areas like online marketing, the odds of returning to in-person operations are slim at best.
With this in mind, it is wise for marketers to do their best to adapt to the current situation. From agendas to thoughtful ideas to meeting checklists, think about how you can improve the effectiveness of your meetings.
Don’t stop there either. Also, be sure to keep evolving with your situation in the future. If you can adopt an attitude of continuous learning, your team meetings will remain effective today and in the future.
Currently Director of Communications for Oracle, Steve Olenski is a true unicorn in that he has the unique ability to combine real-world marketing experience with a very impressive journalistic background. A regular contributor to Forbes for 10 years, his work has also appeared in other top publications including Ad Age, Adweek, Business Insider, Huffington Post, Marketing Land, MarTech Today, ESPN, among others.