We have all had to learn to cope and live with the new normal. Not just personal lives but our work setups have also undergone drastic changes, some for the good and some for the worse. Among the things that came undone during the overhaul of conventional working, norms are how we conduct meetings today.
Even before Covid disrupted countless commonplace organizational practices, several top corporations have embraced remote employees’ addition into their workforce. Though the number and duration of each of them have increased, this new era has necessitated the need for virtual meetings due to work from home and remote working formats.
But with it comes several burning questions and concerns from organizations as well as employees. Are virtual meetings as effective as face-to-face meetings? How long should remote meetings be? How to collaborate better on virtual meetings? Should I be dressed well for a remote meeting? Will I be heard over a faceless virtual meeting?
So here are a few top tips for conducting or running remote meetings.
Dealing With Busy Schedules
Due to work-from-home structures, remote locations, different time zones, and cross-functional teams, arranging a meeting might look like a daunting task. But these issues can be well managed with the proper meeting planner tools and timezone calculators. Moreover, employees will always appreciate if the meetings are scheduled well in advance, with adequate notice. This can also help in avoiding meeting conflicts.
Meeting Tools
Zoom or Google Meet? With remote meetings being our inevitable reality, there are hoards of innovative and modern meeting tools available today that we can choose depending on our functional needs, the number of participants, the technology involved, and any other requirements.
Number of Participants
We always tend to think the more, the merrier. But just like the saying, ‘Too many cooks spoil the broth’, the larger the meeting crowd, the less effective it could be. The best practice, in this case, would be to limit the number of participants (maximum 5) in the meeting and involve only the most indispensable members.
Meeting Agendas
The only difference between a conventional meeting and a remote meeting is that the latter is virtual with no members physically present. Everything else is the same. To think that we can skip setting specific guidelines and meeting agendas only because the meeting is virtual will end in chaos. It is essential that you plan and set an agenda for the meeting and share this in advance with the intended participants. This can also help them to prepare anything they may need for the meeting.
Meeting Facilitator/Moderator
Once a meeting agenda has been fixed, and the participants decided, it is highly recommended that you appoint a moderator for the meeting. This ensures a smooth and orderly format for the remote meeting in addition to making certain that all the items in the agenda are discussed. The moderator can also make sure that all the participants are given a chance to voice their opinions and concerns. The moderator is also usually the one to share the meeting link with the participants and ensure their presence.
Time Limits
Just because most of us are working from the comfort of our homes does not mean that we are in meetings a day in and out. Remote or physical meetings, if it goes over and beyond, can hamper our productivity. Ensure that you have pre-set time limits for each item of the agenda. Imagine being in meetings for over 4 hours every single day? Moreover, in the case of cross-functional teams, when the meeting period extends, it could conflict with their other meetings.
Technology
Does your device have enough battery backup to last through the meeting? Are the cameras and mic fully functional? Is the connectivity good? Are you able to access the meeting tool? Are there any background noises? There are several additional setups and details to be considered when being a part of a remote meeting.
Online Meeting Etiquette
Several organizations require the meeting participants to be dressed the part when attending remote meetings, just like how you would be if you were to attend a meeting in the office. Similarly, in the beginning, the moderator or the person who has arranged the meeting is advised to introduce everyone. Avoid interruptions when another is talking or presenting and it is recommended that the participants choose a place where there is minimal background noise or disruptions.
Team Engagement
It is very easy to get distracted while being part of a remote meeting. To ensure minimal distractions and keep the participants engaged, quick introductions, small talks, and role assignments can be done. Sharing the agenda in advance can also help them be proactive in the meeting. Passive listeners tend to be the most distracted. Distractions can lead to miscommunications.
Similarly sharing screens can also help. Or use more interesting techniques during the meeting such as shared spaces and online whiteboards.
Action Items
Before the remote meeting ends, the moderator needs to ensure that all the items of the agenda are discussed along with the action items for each and in general. It is best if you can assign each action item to a meeting participant. Taking an action-oriented approach in remote meetings can be fulfilling and encourages positive reinforcement and engagement.
Follow-up Meetings
Taking into account the action items and their time frames, the facilitator or moderator can then decide on the follow-up meetings. It is best to agree upon the deadlines, deliverables, and future meetings in the current meeting itself. The moderator should also get the acknowledgment of the persons responsible for each of the action items.
Meeting Notes
It could either be the responsibility of the moderator or any other person specifically assigned to take down the meeting notes. Who will take down the meeting notes (or minutes of the meeting) should be decided beforehand to avoid confusion. The meeting notes include all topics discussed, decisions made, attendees, action items/deliverables, deadlines, who does what, and more. The meeting notes should ideally be shared with the attendees.
With the rise of collaboration and outsourcing, remote meetings have become part of our day-to-day working lives. The above are only a few tips to ensure successful virtual meetings that are effective and productive. These can also help you in addressing the key challenge of team engagement during remote meetings.
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Originally published at upstack.co on March 17, 2021, by Joanna Blomfield.
