28 Tips to Help Conduct Your Remote Meetings

During the remote meeting
  • Introduce everyone. The video camera doesn’t show every speaker throughout the meeting. …
  • Have small talk before to start. …
  • Remind of the meeting goal. …
  • Give people things to do. …
  • Be courteous to others. …
  • Ask participants to contribute. …
  • Be engaging.

Running Effective Remote Meetings | Working From Home Tips

What is a remote meeting?

A remote meeting is a formal business gathering of employees who are not all present in the same office but are instead in separate remote locations. To improve communication among colleagues, workers can hold remote meetings using technical tools like video or phone conferencing tools. Remote meetings with coworkers, managers, and clients can be completed by staff.

28 remote meeting tips

Employees should use dependable technology and adhere to proper meeting protocol when conducting remote meetings. Here are some pointers for conducting and participating in a virtual business meeting:

1. Research online meeting tools

Analyze the meeting software your team requires to be effective before you implement a remote meeting. Think about your overall budget for virtual meetings and tools that foster teamwork while remaining within your budget. Compare your options thoroughly and seek advice from staff or management. They might have different tastes in effective and basic conferencing software.

2. Practice using the technology

Download the tools and software for the meeting beforehand, and practice using them to keep the meeting running smoothly. To avoid any unforeseen events or technical issues, familiarize yourself with every feature you intend to use during the meeting. You can maintain your confidence and preparedness throughout the meeting by practicing your presentation beforehand.

3. Set up the meeting five minutes before start time

Make sure you arrive at the meeting at least five minutes before it starts to ensure that you sent the virtual meeting invitations correctly and that everything is functioning as it should. Starting early invites people to join a few minutes before the meeting starts, allowing you to start on time and stay on schedule.

4. Prepare backup meeting tools

Find a backup communication tool or software before the meeting that your team can use if the current software experiences problems. You can direct attendees to use this tool for the remaining portion of the meeting quickly and easily. This prevents you from wasting a lot of time in your meeting.

5. Plan meetings around time zones

When scheduling a meeting with employees from different locations, take their location into account. To help you schedule these meetings at a time that works for everyone, you can download time zone applications that tell you the time in each employee’s location.

If you can, schedule your meeting several weeks beforehand to give remote employees enough time to reschedule their schedules to accommodate the meeting. Ask remote workers what time of day is best so they can be productive before and after the meeting when you try to get in touch with them in advance.

6. Send an agenda beforehand

Create an agenda of everything you hope to accomplish during the meeting in order to complete multiple tasks and remain productive. You can have a more flexible agenda that includes general topics to discuss or a more rigid one that covers every talking point and the time it will take to discuss it. This gives you time to talk about the items on the agenda without feeling rushed.

7. Establish meeting guidelines

What you permit can have a significant impact on how your meeting proceeds if you’re the meeting organizer. For instance, you might encourage staff members to speak whenever they want or you might designate certain times for people to speak. To let everyone know how the meeting will go and what you expect of them during it, send out meeting guidelines in advance.

8. Introduce each attendee

Your employees who work entirely remotely might not be familiar with the other team members. Introduce each participant in the meeting before it begins to ensure that everyone feels at ease with one another. Attendees may be more willing to confidently express their opinions if they know who they are speaking to if they are aware of who is in the room.

9. Conduct small meetings

It can be simpler to complete more tasks by scheduling meetings with between five and ten participants. Fewer attendees give other workers more time to converse and create ideas that each person can strengthen. Smaller meetings enable staff to converse freely and get to know one another without the distractions that a larger gathering might bring.

10. Participate in casual conversations

Plan time for chit-chat and small talk to foster a relaxed and uplifting environment. Employees can unwind and get to know one another by casually talking about their days or personal experiences. This can increase the effectiveness of brainstorming sessions because employees may feel more at ease sharing ideas with people they know.

11. Assign a meeting facilitator

Ask a staff member to facilitate the meeting in order to stay on task. They can receive the agenda in advance and ensure it is strictly adhered to by making sure participants are present and discuss for the allotted time before moving on to the next item. For each meeting, a facilitator can either be chosen at random or assigned to all meetings.

12. Share your screen

Team members can easily follow along and comprehend your talking points and ideas if you share your screen with them. It’s simple to switch presenters so that a different employee can quickly explain a new subject by virtually sharing your computer screen with attendees.

13. Keep the cameras on

Due to the fact that some or all of your staff members work remotely, they might have little to no human interaction. This interaction is important when building relationships with other employees. Encourage all of your staff to activate their cameras to create the impression that the meeting is taking place in person. Employees may feel more comfortable communicating with one another thanks to this face-to-face interaction.

14. Identify team members before speaking

Tell each attendee to say their name before speaking. Employees will spend less time asking who is speaking as a result of it being easier to respond to them. Instruct team members to introduce themselves by saying something like, “Hello, this is Taylor speaking,” before they speak to the group.

15. Distribute responsibilities among employees

Since workers are in their own spaces, it might be simpler for them to become distracted by office supplies or other environment objects. Give each participant a crucial task to complete during the meeting to keep them focused. This can include taking minutes, timekeeping or presenting. This promotes conversation and gives them greater motivation to offer their insightful ideas.

16. Clarify the meetings goals

Remind your team of the objectives of the meeting throughout it. Your objectives are what you hope to achieve by the end. This could be done to generate fresh concepts, create a campaign schedule, or have a discussion about a crucial business choice. Attendees are more motivated to complete this goal by the end of the meeting when it is identified and presented.

17. Keep your microphones on

Tell your team members to avoid using the mute button as much as you can to ensure that everyone feels inspired to participate. Encourage all team members to keep their microphones on during collaboration to foster strong relationships and generate impactful ideas.

18. Record the meeting

Make sure the entire meeting is being recorded so that other employees can refer to it later. Team members may want to revisit any useful suggestions and techniques shared during the meeting when finishing a project that was given to them during the session. To update absent employees on the meeting’s proceedings, you can also record the meeting and send the audio or video of it to them.

19. Create engaging visuals

You can use graphs, charts, or related images to help people understand concepts or data. This keeps workers more engaged with your talking points and makes it easier for you to explain statistics or facts to them.

20. Keep electronics on silent

You should be professional and respectful when listening to others in the meeting by turning off all phones and other electronic devices. Silence all electronics, even if you mute your microphone, to avoid distracting the presenter and yourself.

21. Meet in a quiet area

Conduct or take part in the meeting in a quiet area to ensure proper audio and to avoid minor distractions. Find a quiet space to present in so that the audience can clearly hear you. Finding a quiet space where you can hear the speaker is still recommended even if you aren’t speaking during the meeting will prevent you from missing any crucial information.

22, Allow time to share input

Try to limit the number of talking points each meeting to five. As a result, everyone has ample opportunity to express their full viewpoints on each matter without feeling hurried. Ask the participants to alert the meeting leader if they want more time to discuss a particular subject. Another meeting can be scheduled by your team to go over that topic in more detail.

23. Send notes after adjourning

Have the employee who took notes send them to attendees immediately following the meeting so they can review what transpired. Additionally, it reminds staff members of any assignments or tasks they may have. Sending deadlines in the follow-up for the employees’ reference is important.

24. Conduct one-on-one meetings

It’s crucial for meeting facilitators to receive constructive criticism on how to make meetings more effective. Create a relaxed atmosphere by meeting with employees one-on-one to find out what you can do better in order to encourage them to share their thoughts with you. Be receptive to all forms of criticism and thank them for their contributions.

25. Make anonymous surveys

Making quick and easy surveys for staff to complete is another way to get useful feedback. Employee feedback on what they like and don’t like about these meetings can be obtained. Make the survey anonymous so that workers will feel more at ease sharing their opinions.

26. Assign action items

After achieving your meeting’s objective, begin putting the plan or choice into practice by giving the team members tasks to complete before the next meeting. Clearly establish deadlines when assigning a project. Team members can update everyone on their status at the following meeting to keep everyone informed of their progress.

27. Check on team members progress

Check in with your team members as a manager or team leader to find out how they are doing with these action items. Inquire if they require any assistance or materials to successfully complete these tasks by the deadline. This gives them more self-assurance and inspiration to complete the tasks they have been given.

28. Engage with employees outside of meetings

Encourage staff to communicate with one another using messaging software outside of meetings to continue developing solid and cooperative relationships. As a result, everyone feels more at ease around one another, which allows them to form strong bonds and grow together as a team.

FAQ

How do you make remote meetings more effective?

Tips for effective online meetings: the attendees
  1. Don’t multitask. Even if you can! …
  2. Mute when you’re not talking. …
  3. Turn your camera on. …
  4. Make sure you have the right gear. …
  5. Set up your workspace before the call. …
  6. Speak clearly and slowly. …
  7. Be thorough and descriptive. …
  8. Share your screen to illustrate your points.

What are some virtual meeting etiquette tips?

What Virtual Meeting Ground Rules & Etiquette are Best?
  1. Prepare a clear agenda.
  2. Begin with a round of introductions.
  3. Minimize distractions.
  4. Take breaks.
  5. Be responsive.
  6. Limit your keyboard use.
  7. Record and share the meeting.
  8. Close with what’s actionable.

How do you facilitate remote meetings?

Useful ones include:
  1. Complete all online pre-meeting input ahead of the call.
  2. Show up on time, on the phone and online.
  3. Please update us on your progress using the check-in topic.
  4. Stay focused, avoid distractions during the meeting.

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