Best Practices For Leading Remote Meetings

Dic 20, 2021 0 Comments by

Because, while remote meetings were thrust into the spotlight like never before during the COVID19 crisis, it’s obvious that they’re here to stay. In the unfolding pandemic, virtual meetings have become a fact of life. While these meetings aren’t necessarily ideal, they can be productive, engaging, and meaningful. Slack, “The Ultimate Guide to Remote Meetings in 2020.” Dive into this comprehensive guide to hosting effective online meetings. Alternatively, you can write agenda and meeting minutes on Google Docs too or any cloud-based documenting platform. Avoid offline docs as it can lead to various versions that could lead to confusion during the video conference.

Productive team virtual and even in-person meetings are the key to keeping everyone aligned toward a common goal. The good news is that frameworks and templates do exist. The remote team structure has been growing in popularity and is fast becoming the preferred team structure in some industries. Now it’s not impossible to work with people from different time zones, countries, or cultures.

Doing the work in the meeting is another one of our Meeting Mantras. If so, send that along with the agenda so that everyone is ready and aligned from the start. This will save time and increases engagement and productivity. Whether it’s technology crashing or a user not being able to connect, you’ve probably been in a video chat that you considered a total waste of time. Email the main meeting minutes to the participants as well as other team members that need to stay in the loop. You should also share the main action every participant needs to take after the meeting to increase the effectiveness of the meeting and in turn reinforce the importance of remote meetings.

How to run a successful remote meeting

Social loafing increases the more anonymous one feels, akin to hiding in a crowd, and can increase during remote meetings due to the virtual barrier between team members. Using video, along with inviting as few people as possible, helps counter that sense of anonymity. Zoom has become the go-to virtual meeting platform of the COVID-19 era. Some of its top features include the ability for meeting attendees to “raise their hands,” share whiteboards, and share their screens. Even in virtual meetings, your physical space matters.

Being in the right mood can have a positive impact on how people are feeling in your meeting, and how they move forward with the rest of their day. This is the only way to get some of those essential non-verbal clues from meeting attendees. According to meeting-expert Dr. Steven Rogelberg, our time in meetings has grown 500% in about a 40-year period. Some of the casual conversations we used to have next to the coffee machine have now morphed into official meetings. It’s safe to say we are spending more time in meetings than ever before.

Make sure you do a systems test before the call with one or two people to ensure that everything works well. This is especially important for calls with a larger number of attendees. Remote meetings require all of the same structure and etiquette as an in-person meeting, but with added technical and distance barriers that need to be overcome.

Make Team Meetings A Regular Part Of The Schedule

‍The platform you choose to run your remote meetings should be chosen with a variety of factors in mind. These factors should be unique to your team and organization. You may even find that having multiple conference platforms is a viable solution to cover your needs for smaller and larger meetings. Of course, they also have the potential to go off track. If you’re finding remote meetings a challenge to organize, motivate, and collaborate effectively with your team, this article’s for you. Remote meetings are subject to something called social loafing, a human tendency to reduce effort and motivation when working in a group.

Make it a habit for your team so the team members are always waiting for the email right after the meeting. Before diving into the organizing phase, you need to ask yourself the main purpose of the remote meeting. Unlike face-to-face meetings, the pressure for remote meetings to be productive is very high. Basic video conferencing platforms are perfect for smaller team meetings and can either be set up in advance or initiated on the fly. Finally, the best way to make your team meetings better is to ask attendees how the meetings are going — the ultimate act of stewardship.

How to run a successful remote meeting

Now that we’ve covered the tools you’ll need for remote meetings, let’s dive into some tips for online meetings for both organizers and attendees. Video conferencing plus VoIP platforms offer a more enterprise-appropriate solution to remote meetings. These are platforms that allow meeting organizers to schedule calls in advance, send out mass email invitations with unique access links and call-in numbers. They also enable users to choose how they want to join the call. This type of platform is ideal for larger remote meetings or town halls that host attendees from various locations.

The retrospective Agenda Template

Be overly descriptive of what you’re talking about to ensure everyone understands. Don’t invite everyone on your team if they don’t have to be there. Be particular about who you ask to attend a meeting. If someone isn’t participating during a call, it’s likely because they don’t need to be there in the future. Take notes and don’t be afraid to adjust your strategy based on performance.

  • Treat remote meetings like in-person ones, and respect a hard stop time.
  • How you manage your meeting is equally as important as what platform you use to host it.
  • Daily stand-up meetings are intended to be quick, daily check-ins – typically in the morning but could work late in the day as well depending on the teams’ projects and priorities.
  • HubSpot, “How to Host an Inclusive Virtual Meeting, According to HubSpot’s Remote Work Manager.” Get some insight into hosting online meetings where all parties are included.
  • Fast Company, “How to Have a Virtual Meeting That’s Not Painful .” Consider these guidelines for keeping meetings on track.

Remote team meetings can oftentimes get boring because of the missing human connection. Sitting through virtual meetings, especially for new hires who have never met their colleagues face to face can be quite overwhelming and confusing. All of this together can eventually hinder collaboration and decision-making within the team.

And how communication happens now is through virtual channels like Zoom, Teams, Google Meet, and more. All communication now is virtual, and a lot of the communication is happening in meetings. Nobody wants to hear your cat meowing in the background. And if they do, the conversation will quickly turn to ‘what breed of cat have you got? Unmuted people are distracting and can derail a remote meeting. That everyone has the proper technology to handle a remote meeting.

Ways To Make Remote Team Meetings More Efficient

If you have employees working from different parts of the world, make sure that you consider their time zones when planning meetings. When possible, avoid asking anyone to jump on a Zoom conference when it’s 3 a.m.local time. Every meeting attendee should know why they are there and what they are expected to contribute.

– A permanent video chat room that people can pop in and out of at any time. When you sign up for, you get a fixed URL you can send to your team. 2) – Zoom allows up to 100 participants or devices to have a video conference, share screens, and even record the meeting or presentation. There is no harm in asking for feedback about how inclusive people feel in your meetings. It’s also good to ask if your leadership style is working to make everyone feel included. Our tools make it so easy to add additional people to a meeting.

How to run a successful remote meeting

Is it possible to achieve virtual meeting perfection? Probably not, but with focused development and intentionality, you can turn your meetings into efficient and engaging events. While you can’t control others’ meetings, you can make excellent meeting choices and demonstrate stewardship. You can be the example that you hope others will follow. Let’s commit to fixing our meetings, one meeting at a time.

Invite Only The Necessary People

Most team members are working remotely and are away from one another whether they would actively choose to be or not. Gone are the days when being a full-time worker meant physically being in an office from 9 to 5 for five days each week every week (except for your 2 weeks’ worth of vacation). Benjamin Brandall is British writer living in Latvia. He writes on productivity, startups and software atProcess Street.

Heather Harper has a Masters in Occupational Psychological from the University of Manchester. She currently works as an editorial writer specialising in organizational psychology – helping teams work better together. When beginning a remote work structure with a team, it is important to keep in mind that there are things you are going to have to accept as part of a learning curve. Fostering an “open floor” type style can help to support remote workers and help them feel seen and included.

So, try it all out before the meeting starts to be set up for success and to avoid frustration. Like Kissflow streamlines projects, processes, tasks, communication, and collaboration. Since the entire team uses the same unified platform to manage all of their work, it makes scheduling and organizing meetings incredibly easy. My goal with this video is to give you the best chance of upping your game with remote meetings and a framework for running meetings on time, with a clear agenda, and with solid outcomes. Of course, the burden isn’t only on the organizer of the remote meeting.

Ohio University is regionally accredited by the North Central Association of Colleges and Schools. Try out Miro, an online whiteboard tool that your team members can share. Microsoft Teams is connected to other Microsoft Office 365 applications, including Outlook and OneDrive. It offers chat, file sharing, and many other features. Harvard Business Review, “What It Takes to Run a Great Virtual Meeting.” Find out what’s involved in keeping meetings productive and engaging. Fast Company, “How to Have a Virtual Meeting That’s Not Painful .” Consider these guidelines for keeping meetings on track.

The Guide To Holding Remote Team Meetings That Arent A Total Waste Of Time

Don’t hesitate to schedule just 15, 20, or 25 minutes for a meeting. Harvard Business Review, “How to Collaborate Effectively If Your Team Is Remote.” Get tips for how virtual teams can cooperate effectively and efficiently. Lucidchart allows your team members to work together remotely to How to run a successful remote meeting create visual data points, including graphs and flowcharts. Whereby is a simple virtual meeting app that works in your browser—no app or software downloads are required. Similar in many ways to Zoom, Google Meet provides screen sharing, video captions, and robust encryption technology.

How To Be Inclusive In A Remote Meeting

This will ensure that everyone is on the same page and ready to participate when they log in to the meeting. Another beneficial aspect to consider is the need for any pre-work. Remember, you want to be ready to hit the ground running and only focus on your objective during the meeting, not spend time preparing attendees during the scheduled time.

The Complete Guide To Remote Team Meetings

You won’t get as much out of it if you’re also trying to check e-mail or scroll through Twitter. Encourage participants to take turns answering questions, which can minimize awkward silences. Make appropriate use of the video, chat, and raise hand features.

Find a place in your home office where you have good lighting, limited noise, and minimal distractions. Be sure that it also offers a good Wi-Fi connection. Determining the right software solution is an important first step toward effective virtual communication.

Lay The Foundation For Successful Remote Team Meetings

Ensure you share the agenda or conversation topics you created in point 1. It can be as simple as starting a Skype conversation with one or more people, or as complicated as scheduling a video conference call with numerous dispersed speakers. They can be as intimate as a one-on-one video interview, or as public as a company-wide conference.

Nothing kills momentum like a 15-minute delay because people need to download software, can’t get the video or audio to work, or encounter other technical hiccups. Meeting presenters should log in five minutes early to ensure that all the technology is working smoothly. Ending meetings late is a tremendous source of stress for individuals, so don’t run over. My research suggests that only around 50% of meeting time is effective, well used, and engaging — and these effectiveness numbers drop even lower when it comes to remote meetings. Research-based insights can improve your remote meetings and keep participants engaged. HubSpot, “How to Host an Inclusive Virtual Meeting, According to HubSpot’s Remote Work Manager.” Get some insight into hosting online meetings where all parties are included.