There are more moving parts and considerations involved in conducting a successful remote meeting than in an in-person meeting. Apart from assessing and accounting for technical requirements, the organiser must coordinate speakers, an agenda, and the platform they will use.
Whether you’re the organiser or attendee, here are some tips on how to hold a successful remote meeting.
Online meeting tips: the organiser
Keep them structured.
Make sure an agenda is created in advance of the meeting with input from attendees, if needed. To avoid waffle during remote meetings, it’s important to establish a clear set of conversation topics and action points. The agenda should be presented before and during the call. Leave time for a Q&A or discussion at the end of each section.
Plan ice breakers.
The purpose of ice breakers is to make people feel comfortable in the remote meeting environment if they are unfamiliar with each other. Everyone should introduce themselves and share something interesting about themselves.
Appoint a lead or moderator.
You can select a team member to lead the meeting. They will be responsible for presenting the agenda, keeping to the schedule, and leading the discussion. They can present the agenda or conversation topics you created in our first point with others.
Provide access links and invitations in advance.
Send calendar invitations to your team, and create access links using your chosen conference platform. Ensure that all attendees can access the platform before the call.
If there are multiple speakers and topics, assigning jobs before a remote meeting is a good idea. Who will take notes? Who is responsible for following up? Who are the presenters? To avoid any hiccups, ensure that these details are discussed in advance.
Make sure your platform works properly before the call.
Before the call, test the system with one or two people to ensure everything works. When there are many participants on a call, this is especially important.
Stick to a time limit.
Just because everyone is at home does not guarantee that they will be available beyond the assigned time. Remote meetings should follow the same hard stop time as in-person meetings.
Invite the right people.
If every member of your team does not need to attend, don’t invite them. In the future, people who don’t participate in a call may not be needed. Taking notes and adjusting your strategy as necessary will help you succeed.
After the meeting, share notes and to-dos.
It is important that you establish the next steps and share the outcomes of your remote meeting with your team in order to avoid time-wasting during your remote meeting.
Organise a central database of knowledge.
Manage mission-critical information in a central database. You can use this to keep track of meetings, projects, and company knowledge.
There is no doubt that the organiser has a heavy burden, but they are not the only ones. It is also important for attendees to be well-prepared, present, and follow proper etiquette during an online meeting.
Online meeting tips: the attendees
Meetings conducted online are only as effective as the participants. Here are some tips to help remote meeting attendees maximise their time and contribute effectively:
Make sure you give the conversation your undivided attention. It’s just a matter of common courtesy.
If you aren’t talking, put the microphone on mute.
You don’t want everyone to hear your cat meowing in the background. When this happens, the conversation quickly turns to “What kind of cat do you have? What a beautiful girl!”. Remote meetings can be derailed by unmuted participants.
Turn your camera on.
The development of a rapport and the fostering of good teamwork require face-to-face communication. Cameras play a crucial role in making this possible. Don’t forget to turn it on!
Make sure you have the right gear.
If you want to present yourself in the best light, you should invest in a quality webcam and microphone. The webcams and microphones built into laptops and computers aren’t of the best quality. Amazon offers a wide selection of webcams and microphones. It will be a good investment, especially if you work remotely.
Prepare your workspace before the call.
In order to focus on the conversation, you should be in a quiet, distraction-free environment.
Keep your voice clear and slow.
Video conferencing can occasionally drop out. If you speak clearly and deliberately, your voice will be heard better.
Be thorough and descriptive.
Using remote calls is limited to audio and screen sharing. Make sure everyone understands what you’re saying by being overly descriptive.
To illustrate your points, share your screen.
You can share your desktop (screen share) if necessary for clarity. This will save you time and help you gain a better understanding of the subject.
Ensure your to-dos are completed on time.
Regardless of where you work, you’ll maintain overall productivity.
The Right IT Provider
BCNS make business easier and more cost-effective by guaranteeing that you and your team are always connected to each other and your clients. We can also guarantee that your team are using the latest version of every application to ensure that your systems are secure and you are getting the best possible benefits from your tech. Our team of experts will assist you throughout the transition and beyond to be sure you achieve exactly what you desire. At the same time we can reduce your expenses and improve your security as well as performance! Contact us now and find out how we can help you with your business communications and move into a more productive future.
Remote meetings have taken some time and adjustment for companies to discover their advantages. When implemented properly, they can lead to new opportunities, improved focus, and increased enthusiasm.
In many companies, remote meetings are now common practice. The right tools and processes make any workflow more efficient and effective.
Online meetings are no different.