Best Practices For Leading Remote Meetings

Video conferencing tools, chat channels, scheduling software — everything. This will reduce last-minute hiccups that require rescheduling and create information delays. Lastly, be sure to send out your meeting agenda at least 24 hours in advance to everyone who’ll be attending. If you have people working across multiple time zones, consider sending out an agenda even earlier so people have time to prepare. Scheduling a meeting is hard enough when you’ve got everyone working in the same office, and remote staff distributed across multiple time zones can make it even trickier. Once you’ve figured out what tools you need, you can move on to establishing meeting procedures that help everyone on your team get the most out of the allotted time.

  • If you’re interested only in voice conferences, then you can use common programs such as Skype.
  • Sync your calendar with the company’s messaging platform or change your status when in meetings.
  • Before diving into the organizing phase, you need to ask yourself the main purpose of the remote meeting.
  • Running effective team meetings begins with choosing the right tools.
  • Therefore, put a time limit on the Questions & Answers session as well to avoid any time-management inconveniences.

Doing so should prevent any future scheduling issues from occurring and provide a channel for seamless communication. By reaching out and talking to people shortly before a virtual meeting, you’re likely to find that they’re more involved and alert in what follows. When it comes to transitioning a team to remote meetings, it’s important to establish meeting guidelines and the rules of engagement in the virtual workplace. It provides HD video conferencing and screen sharing, along with team messaging.

How To Make The Most Of Your Remote Meeting

They can also allow people to share concerns with team leaders they might not be comfortable speaking on elsewhere. In the «old days,» when most employees spent hours in an office or cubicle, meetings were easy to schedule. Perhaps you often held impromptu meetings or had meetings about your upcoming meetings?

To start, holding online meetings involves some tech setup. It’s easily manageable, but there may be some teething problems to begin with, especially for those who haven’t previously taken part in them. Say one of your colleagues needs to pick his daughter up from soccer practice at 2 p.m.

Only include those necessary to the conversation – meeting fatigue is real, don’t subject those to a meeting that isn’t 100% necessary. If you live streamed your meeting using Granicus Video, the minutes you produce can be timestamped to allow users to quickly jump to segments of the meeting they want to watch on demand. Know how to mute and unmute participants, share a screen, make a user a presenter, remove a user, etc. You probably have some citizens who attend every public meeting to voice an opinion. However, you can connect with citizens who have never participated in civic discussions by providing options. Purpose-built meeting and agenda management software can streamline operations and make sure nothing falls through the cracks in a world with less face-to-face interactions.

However, as for a face-to-face meeting, you shouldn’t ask a person to join your meeting if you are not looking for their input. I just shared a new video on YouTube (it’s part of my goal for this year to get better at video as a medium!) – it’s all about how to run a remote meeting. If a meeting is something you require, it all comes down to the context behind it. For instance, wishing people happy birthdays does require a meeting to be scheduled, but brainstorming sessions could be ideal for this situation. You will need to use your best judgment, but try to ensure you have only a few meetings each month.

Lucidchart makes it easy to provide everyone with access to the team’s process flow. Email the main meeting minutes to the participants as well as other team members that need to stay in the loop. Make it a habit for your team so the team members are always waiting for the email right after the meeting.

It is important to develop rules that will control the proceedings of the meeting. This should be circulated prior to the meeting or better still, set up for a longer duration of time. Uncontrollable remote meetings do not boost creativity neither are they productive. In fact, they are likely to result in chaos because everybody will want to speak simultaneously or someone will want to dominate a conversation. It is good practice to share the agenda of a remote meeting prior to holding it. Sharing the agenda one or even two days will allow all participants to stay on track.

Your Meetings Over Now What?

If you need a quick rule of thumb to follow, always ask ‘Could this meeting be an email? Never organize a meeting that could be replaced by email. For instance, if you schedule a 30-minute meeting but spoke for 45, this is a good sign that you’re trying to cover too much in one go. Lots of managers forget about time in one-on-one meetings. Don’t just have a meeting because you feel as though you’re due one.

How to run a successful remote meeting

This makes it easier to address that person when responding to them, and it saves time from employees asking who is speaking. Instruct team members to say something like, «Hi, this is Taylor speaking,» before they talk to inform other attendees of who they are. Since some or all of your employees are working remotely, they may receive little to no human interaction. This interaction is important when building relationships with other employees.

It’s good practice nominating a time keeper (≠ the host) to take care of the schedule. Use a time timer to make all participants aware of the timebox and the remaining time. Facial expression and body language are an important part of communication.

If someone you’re inviting to a meeting is in a different time zone, you’ll be able to see their availability in local time. The tools you use will depend on your needs and will look different for you than another business. If you need to see people’s reactions when you’re moving through a product demo, for example, you’ll want software with video capability. Can I create a process that eliminates the need for this meeting?

This is mainly because of technological limitation and the inability of everybody to make a contribution during the meeting. It is advisable to begin with a small number of attendees and to gradually increase the number with an improving remote team management success. Instant messaging tools like Slack offer a venue for social exchanges and routine check-ins.

Invest in a meeting tool such as ezTalks Cloud Meeting that is quick as well as easy to use. Meetings are a great time for employees to collaborate and exchange ideas. Many employees work in different locations, causing in-person meetings to transition to remote meetings. Encourage constant communication and use reliable technology to effectively accomplish all your meeting goals.

Participate In Casual Conversations

Whether in-person or virtual, make sure you have your materials and team updates in advance so the meeting can go according to plan. If you’re having trouble capturing updates, try using a tool to automatically collect and distribute them to the team, like Status Hero. Having update information at your fingertips is also nice in cases where there are questions about someone’s work.

How to run a successful remote meeting

Here at Lead Read Today, we endeavor to take an objective approach to analyzing leaders and leadership. All opinion pieces will be reviewed for appropriateness, and the opinions shared are solely of the author and not representative of The Ohio State University or any of its affiliates. Next time, let’s talk about how to influence others in virtual work environment.

Alex Moser, head of operations at the San Francisco startup Clockwise, said moderators should take care to change Zoom’s default settings prior to meetings. “For example, make sure you don’t require a meeting password unless there’s a good reason to. If the meeting is internal and no one is sharing the link around, there’s really no reason to bother with a password. Also, Zoom doesn’t allow people to join before the host by default. That means people may wonder whether they got the time wrong if the host is running late or can’t make it.

How Are Online Meetings Set Up?

They’ll also require people to keep engaging for the duration of the meeting so they don’t mentally check out. If you’ve got a lot of meeting attendees, it can be useful for everyone to quickly introduce themselves. Presenters should also introduce themselves before they start.

How to run a successful remote meeting

Ensure that all supporting documents are shared in advance along with the agenda, never share new material during the remote meeting. Often meeting attendees may be involved in preparing their own presentations or rehearsing what they will say, instead of paying attention. Prepare your presentations in advance, read up on supporting documents, and bring relevant questions to the meeting. Regardless How to run a successful remote meeting of whether your team is remote/distributed or co-located, the best stand-up, or scrum, meetings consist of team members answering a standard set of questions and answers. Consistent questions help people prepare as they know in advance what information they’re expected to share. In Lucidchart, you can bring remote teams together to brainstorm, align on processes, and work together in real time.

However, techniques like daily standups are mostly applied in an office environment. As a remote manager, the right environment can either facilitate a great conversation or make it difficult for people to concentrate. Setting expectations will ensure you stay on track during your conversation, your project, and way down the track, contribute to your bottom line.

Keep Meeting Discussions On Track

Not every conversation will require a video or audio conference. Instant messaging and agenda apps allow for updates before or after a meeting. Those messages can quickly turn into a to-do list, an agenda for your next remote meeting, or a project brief. So, remote meetings are now a part of many companies’ workflow.

Make Team Meetings A Regular Part Of The Schedule

But as noted above, working remotely tends to expose in-person practices that are already problematic. If there is one thing you should do right now, it’s to examine your meeting culture, and your assumptions about what good looks like. 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. Poorly run meetings have a tremendously negative impact on team success, innovation, creativity, and on individuals’ well-being and stress. In fact, experiencing a poor meeting can even result in meeting recovery syndrome, where employees lose additional time and productivity mentally recovering from a bad meeting.

Doing that can get people engaged and deepen their relationship as a team. Don’t let people interrupt someone who’s speaking, or talk over them. And while we all have our screens near us more than usual these days, it’s polite to avoid looking at your phone when someone else is talking. The same goes for checking email and working on other tasks during the meeting. Consider what the typical office was like when most teams were working together in-person.

Set Up The Meeting Five Minutes Before Start Time

There probably isn’t a single magic bullet piece of tech that you’ll be able to use for every need, but you can combine them into a digital tool belt. Collaborative document editing and file-sharing could be handled via Google Docs, for example. People’s minds will already be focused on solving similar problems. The best tools to use (audio, video, office equipment, etc.).

Carefully compare your options and ask for feedback from employees or leadership. They may have their own preferences for efficient and simple conferencing software. Thankfully, the latest technological achievements have made it possible to carry out a variety of daily work-related tasks entirely online. The many tools and programs available these days simplify this transition to virtual offices. If your company is new to remote working, and you’re interested in how to run remote meetings and do so effectively, here are a few tips to get you started. It is easy to get discouraged when virtual meetings suck time and energy instead of being productive.

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