How To Run A Remote Meeting

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.

How to run a successful 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.

Tips For Effective Virtual Meetings

To combat meeting fatigue in longer meetings, it’s helpful to set norms about when folks can take breaks, stand up, and stretch. Remote meetings plummet in quality as size increases. Luckily, remote meetings can be readily recorded and listened to at twice the speed by attendees who don’t attend live. Let nonessential members off the hook and share the recording so they can listen at their convenience rather than interrupt their flow.

How to run a successful remote meeting

With a few minutes left, be sure to clarify takeaways. Identify the individual directly responsible for each action item. Don’t let anyone leave your meeting wondering what was accomplished or what the next steps are.

Tips For An Effective Virtual 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.

How to run a successful remote meeting

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.

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.

Lay The Foundation For Successful Remote Team Meetings

Don’t let this important step slip through in a virtual team meeting. What else goes wrong with virtual meetings today? Communicating screen-to-screen makes it easier to forget that there is a physical person on the other end. As you would in a face-to-face context, think of what personal and practical needs the person might have. Organizing and executing a successful remote meeting involves more moving parts and considerations than your classic in-person meeting. The organizer will need to assess and account for technical requirements, coordinate speakers, an agenda, and the platform they’ll use to manage the call.

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.

  • Utilizing the technological tools at your disposal helps increase involvement and engagement.
  • Greta Permann is a leadership consultant at DDI.
  • In fact, multiple studies show remote work actually boosts productivity.
  • Making small-talk, by asking for feedback, or by asking everyone what tasks they have been working on.
  • And the rule—keep attendees to a minimum to have engagement at a maximum—also still very much applies to virtual meetings.

Therefore, companies like Twitter, Slack, and LinkedIn made the decision to offer permanent virtual work options. As remote and hybrid work become the new norm, it will be increasingly important that virtual meetings are productive. To help make your virtual meetings more effective, we’ve curated 5 best practices you can apply today to improve virtual meetings within your team. When conducting virtual meetings, you can’t just replicate what seemed to work in the office. Conducting effective remote team meetings requires you to pivot the way you usually communicate and collaborate as a team. In DDI’s latest research, Global Leadership Forecast 2021, leaders told us their weakest skill by far is leading remote teams.

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.

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.

Use a meeting management tool to take notes and establish tasks, action points, and meeting outcomes. Choose someone on your team to steer the meeting. They will need to present the agenda, stick to the allocated time frame, and drive the discussion forward.

Preparing For Virtual Meetings

What will be discussed when, for how long, and by whom? Map these details out and follow them as closely as possible. Nothing derails virtual meetings faster than a technological snafu. Be sure to test your technological set up in advance; make sure that you have no trouble getting audio, video, and chat functions to work appropriately. Encourage all your team members to do the same, testing both their technology setup and Internet connectivity.

Virtual meetings allow you to work closer with people in different locations or time zones that otherwise you would have been in touch with much less. For example, make it known who will take notes, when questions should be asked, and what attendees should plan to share. If you look at those questions, it all comes back to communication.

How To Get Started Leading Better Virtual Meetings

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.

Our master facilitators offer trusted guidance and custom coaching to companies that want to transform ineffective meetings, reignite stalled projects, and cut through assumptions. Based in Austin, Voltage Control designs and leads public and private workshops that range from small meetings to large conference-style gatherings. Meeting rule number one, whether it’s in a virtual or in-person setting, is to have a worthwhile reason to bring people together. During the pandemic, many teams got into the habit of jumping on a Zoom call whenever they wanted to discuss anything. This can be helpful in some cases, but not necessary for every little thing.

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.

Remote Team Meeting Agendas: 3 Quick Templates You Can Copy

Please reach out at if you are interested in learning more and for a consultation. Founded in 1804, Ohio University is the ninth oldest public university in the United States. Located in Athens, Ohio, the school serves more than 35,000 students on the 1,850-acre campus, and online. Ohio University offers a variety of programs across 10 different colleges, including 250 bachelor’s programs, 188 master’s programs and 58 doctoral programs.

– 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.

I often talk about the importance of achieving consensus. But make no mistake, I don’t mean that everyone should acquiesce to leadership, or the loudest person in the room. Conflict is an important part of collaboration, and tension is a vital part of the decision-making process.

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.

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.

The team leader can also take control of timekeeping and facilitate the sharing of agenda items. Whether we like it or not, hybrid and virtual work is here to stay as the workforce becomes more distributed. As a result of forced How to run a successful remote meeting virtual work during the pandemic, many companies realized employees don’t need to be in a physical office to be successful or have successful meetings. In fact, multiple studies show remote work actually boosts productivity.


Comments are closed.