Folks who are new to remote meetings can be frustrated if the format isn’t effective for the intended outcome. No one wants to feel like they’re not heard or their time is wasted. By putting a few structures in place, you can run more effective remote meetings, freeing up time and making everyone just a little less grouchy. The platform you choose to run your remote meetings should be chosen with a variety of factors in mind.
Especially now, you might need to increase your individual meeting cadence to ensure everyone is okay and feels included. Run more effective, more efficient team and individual remote meetings and keep your team better connected. Of course, the burden isn’t only on the organizer of the remote meeting. Attendees also need to ensure that they’re well equipped, present, and practice the proper etiquette to ensure a successful online meeting. So, in this article, we’re going to teach you how to run remote meetings effectively, and how to ensure that you achieve the desired results for your effort. As a result, make sure to only invite a limited number of people to the meetings who are absolutely relevant to the discussion at hand and are required to share their opinion about the same.
Both teams should prepare talking points, create and send an agenda in advance, and allow plenty of time for questions and inquiries. As the name suggests, virtual brainstorm meetings give room for the team to think together and come up with creative ideas for a given project or solutions for an issue. The leader listens to all suggestions and contributions and writes them down on the notes area, a virtual whiteboard, or a Google Doc. On top of that, using video in remote meetings decreases “social loafing,” which refers to our tendency as humans to reduce effort when working in a group.
For example, standups usually don’t need to be meetings, but brainstorms could go either way. You can always set one up later if you need to, but you can’t undo a useless meeting. Different kinds of meetings are affected in different ways by remote work. What’s important is that you have a tool in place that focuses the discussion, captures new ideas and information, stores that information for later, and provides clear marching orders to the team.
What are six types of remote meetings (purpose)?
Then participating in online meetings must be part of your daily routine. Let us know some of the best practices your team uses to keep things productive. Remote meetings were the answer to this new work model, with tons of tools and solutions invented everyday to facilitate the remote work process and guarantee a productive remote meeting every single time. By sharing the agenda, you will cause the participants to prepare accordingly.
After the meeting, you should send a follow-up email or message that includes the meeting summary, the action items, the deadlines, and the resources. You should also follow up with the attendees individually or in groups to monitor their progress and provide support. Before you schedule a remote meeting, ask yourself what the specific goal and outcome of the meeting are, and whether a meeting is the best way to achieve them.
How to Lead Better Virtual Meetings
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Managing remote teams and organizing successful remote team meetings hinges on the technological tools that you use. The right remote work tools can make the entire process seamless, whereas the wrong tools can create big problems in your remote team, despite your team meeting strategy. https://www.globalcloudteam.com/ Instead of using disjointed tools for team communication and video meetings, you can use a centralized digital workplace platform for team collaboration and communication. A digital workplace like Kissflow streamlines projects, processes, tasks, communication, and collaboration.
How do you engage remote meeting participants?
Ensure that the participants adhere to the deadlines mentioned in the remote meeting. Begin these follow-ups so that you can identify the significant issues that might hamper the completion of the discussed items on time. Doing so will allow for an easy follow-up of the suggestions’ implementation. Furthermore, an outline provides referencing material for the shareholders of the meeting to gauge their response to the agenda. Achieve this step efficiently by selecting invitees that will play a role in the discussions. Thus, they will not feel out of place and will become attentive throughout the remote meeting.
Remember, any meeting will invariably disrupt the normal cycle of work, even if they are there to positively impact the team members’ goals. They tend to cause workers to refocus every time they break the norm to attend sessions. Hence, sticking to the schedules and communicating them beforehand is best. In the post-COVID-19 era, modern business employees are demanding to work remotely. This demand is because remote work allows workers to work from anywhere worldwide.
In other words, no matter their location, they can connect to the organization and work productively. A good rule of thumb is that if the in-person meeting is terrible, the remote version of the same will be exponentially more so. This means that, in a remote working environment, the way you run meetings becomes crucial to the productivity and cohesion of the team.
Doing so ensures that the members fully utilize the meeting period due to prior preparations. My most important experience was working on our protect.me project. We had a standup with the external development team every day.
- Basic video conferencing platforms are perfect for smaller team meetings and can either be set up in advance or initiated on the fly.
- You should also follow up with the attendees individually or in groups to monitor their progress and provide support.
- Depending on the purpose and size of your remote meeting, you may need different tools and formats to facilitate communication and collaboration.
- Behavior enablers directly help people follow desired behaviors (think checklists).
- Furthermore, indicate the responsibility attached to each derivable.
This will also help keep the participants engaged in the hours ahead. And when planning a virtual meeting, you need to be more considerate of who is attending the meeting as there may be limitations in the tools that you use, multiple time zones, and conflicting schedules. We have classified remote meetings into 3 categories, based on the way of communication, and into 6 categories, according to the purpose of the meeting.
Read the guidelines sent by the meeting coordinator, or ask for some if it’s not clear, so that you don’t run into an embarrassing situation in the middle of the event itself. This traditional way involves risk of lost knowledge, scattered content, and waste of time and effort. Once you construct a summary, share it with all attendees through email or other sharing apps.
Furthermore, indicate the responsibility attached to each derivable. Participation can be in the form of a question-answer session. Additionally, it can be in the form of the employees voicing their opinions on a matter. Here, encourage the participants to air all their ideas within the given period while jotting them down in an accessible view area. Later, you can eliminate any ideas that seem unviable momentarily from the list. Join millions of users that collaborate from all over the planet using Miro.