Ten steps for effective digital communications

By James D. Dawes, MHA, CMPE, COE

COVID-19 has dramatically changed the way allied health professionals communicate with our patients, physicians, and team members. It has forced us to rethink meeting schedules, become more efficient, and adopt remote video conferencing technology. Recognizing that time is valuable, below is a brief summary of tips to help ensure efficient and effective digital meetings.

1. Before scheduling a digital meeting, ask if the meeting is necessary or can it be handled by another form of communication. I have attended digital meetings where we wasted 15 minutes on introductions, poor connectivity, and poor meeting management. I’ve thought, “Was a digital meeting necessary, or could we have had a quick merged call and be done with it?”
2. Set an agenda and distribute it prior to the meeting. Meeting discussions can meander. A well-structured agenda will help ensure the meeting starts and ends on time.
3. Use a clear and concise mechanism for sharing links and invitations. Often, the first 5–10 minutes of a meeting are wasted while attendees search for invitations and links.
4. Appoint a moderator who starts by introducing everyone on the meeting and making sure everyone knows how to use the video and audio controls. If you are the moderator, know how to use the “mute all” and “share screen” functions so that the attendees can follow the agenda and necessary documents.
5. If an attendee has background noise, ask them to “mute” and find a better location. I encourage attendees who have to be in a noisy environment to invest in noise-reducing headphone/ear plugs and to use the mute function.
6. Address questions to specific attendees by name. Without the normal body language of a physical meeting, or in cases when an attendee is not on video, attendees do not know when to respond or who should respond.
7. If someone has a poor connection, ask them to: 1) close other applications on their device, and 2) leave the meeting and re-enter.
8. If recording the meeting, communicate to the attendees they are being recorded.
9. If an attendee joins via audio only, ask them to introduce themselves when making a comment. This helps prevent participants from talking at the same time and having to try to decipher who is making comments, which only delays decision making.
10. End the meeting with a summary of action items by attendee and clearly define the next steps for the meeting topic and any potential follow-up meetings.

Digital meetings are not going away. Let’s learn to be efficient with our time so we can do what we do—patient care. OP

Tips for networking in a pandemic

Utilize safe tools to keep your network engaged at this time.

By Justin Sullivan

Current events have shown us we all must learn to adapt and change our normal ways of conducting business relationships, and this includes in the way that we network. The good news: All of this technology has helped pave the way for us to be successful. The traditional methods, such as face-to-face visits, dinners, and conferences, have all had to adjust and change.

Here are some steps to take to make your networking endeavors successful:

Familiarize yourself with platforms like Zoom, Skype, or other types of video messengers.

What was once a novelty or a convenience to use, video messaging platforms are now used daily to build and maintain business relationships. It can also allow you to get more accomplished, as most of these meetings are done behind closed doors. Having the accounts set up in advance will save you a lot of headache when trying to connect to a meeting. It also can be easier to bring together individuals in multiple settings or offices easier in this digital environment.

(These platforms also are great ways to connect for webinars or conferences with other professionals.)

Utilize social media.

Platforms such as LinkedIn, Facebook, and Instagram have been a growth area for networking. If you have not updated your social media platforms in the last 8 months, now is the time. Stay relevant and connect with businesses and other professionals. Let them know you are open to making new connections.

LinkedIn is one of my personal favorites for connecting to other professionals. It can send you notifications when someone in your network has had a company change, a birthday, or a promotion. These occasions all present as a great times to say hello and offer well wishes.

Network within professional groups.

Organizations, such as AAO, AAOE, ASCRS, ASOA, and ATPO, are great resources to utilize for their vast networks of providers, medical professionals, and vendors. They require memberships; however, they are well worth the investment. Need professional feedback and open to discussion boards? This is a great place to start or use more often. In addition, associations offer Q&As, webinars, and chats for its members.

Remember the tried-and-true ways.

Do not forget about what most of us refer to as “traditional ways” to connect: our phones. Pick up the phone and dial. We also have FaceTime if we want to switch over have a face-to-face chat. See how your current network is doing and how you can assist each other to reach goals. Newsletters or email blasts are still simple ways to connect and share information.

Make the best of technology to reduce feelings of isolation, to connect and to stay safe in today’s pandemic environment. Staying connected with the different platforms available to us, checking on your current network, and adding new people to your network will create more opportunities and provide that interaction we all need. OP