Does anyone enjoy having to hold a meeting remotely? Unlike in-person meetings, remote meetings can be a bit tricky. If the leader of the meeting does not know what tools and tricks to use, then remote meetings can stall or fall flat.
Luckily, with the right tricks and tools, remote meetings can help ensure productivity, success, and more enjoyable group collaboration.
If you are the leader of remote meetings, use this guide to help your meetings be more successful.
Keep Them Structured
To make remote meetings or any remote collaboration more effective, it is important to keep them structured. This means having a clear agenda and ensuring that all participants are aware of the expectations for the meeting.
It is also important to give everyone a chance to contribute and to make sure that the meeting stays focused. By keeping remote meetings structured, you can ensure that they are more effective and productive.
Plan Ice Breakers for Remote Meetings
One way to combat the impersonality of remote meetings is to plan icebreakers. Icebreakers can help everyone in the meeting feel more connected to one another and can get the meeting off to a more positive start. There are a lot of great icebreaker games and activities out there, so take some time to find one that will work for your group.
Once you have a plan for an icebreaker, make sure to communicate it to everyone in the meeting in advance. That way, everyone will know what to expect and can be prepared to participate. This can also be used in a remote workplace to have more productive meetings.
Appoint a Lead or Moderator
This person can help to keep everyone on track, manage any technical difficulties, and ensure that the meeting’s objectives are met. To appoint a lead or moderator, start by asking for volunteers or taking nominations from the remote team. Once you have a few candidates, choose the person who you think will be best suited for the role.
Let them know what their responsibilities will be and provide any resources or training they may need. Finally, make sure to check in with the lead or moderator regularly to ensure that they’re fulfilling their duties and that the meeting is running smoothly.
Send Invitations and Access Links in Advance
To make remote meetings more effective, it is important to send invitations and access links in advance. This will allow all participants to have the necessary information and be able to access the meeting promptly. By sending invitations and access links in advance, meetings can start on time and be more organized overall.
This will help keep everyone on track and focused. appoint a facilitator to keep the meeting flowing smoothly. Assign a note-taker to document the decisions made and action items also, and make sure everyone knows their role. By doing this, you will ensure that your remote meetings are more effective and productive.
Ensure Your Platform Works Properly Before the Call
Whether you’re conducting a remote meeting for work or school, you can make things run smoothly. First of all, make sure your platform works properly before the call.
This means testing your audio and video ahead of time and ensuring that everything is working properly. It’s also a good idea to have a backup plan in case your platform fails during the call.
Have a Clear Agenda
This means that you need to know what topics you want to discuss and what goals you want to accomplish. Without a clear agenda, it can be easy to get sidetracked and waste time.
Make sure to send out the agenda in advance so that everyone knows what will be discussed. Additionally, stick to the agenda as much as possible and try to keep the meeting as focused as possible.
Welcome Everyone and Catch Up
Welcome everyone to the meeting and take a moment to catch up. Find out how everyone is doing and if there is anything new to report. If there are any pressing issues to discuss, do so now.
Otherwise, take some time to review the agenda and objectives for the meeting. Make sure everyone is on the same page and understands what needs to be done. Thank everyone for their time and input.
Minimize Presentation Time, Maximize Discussion Time
If your organization has decided to start incorporating remote meetings, there are a few key things you can do to make them more effective. First, minimize virtual presentation time. You don’t need to go through every single slide in your deck – just hit the highlights.
Next, maximize discussion time. Encourage your remote team to use the chat function to ask questions and share ideas. And finally, make sure everyone has a chance to be heard. If you have team members in different time zones, be flexible with your meeting times and allow for some async participation.
Avoid Side Conversations
To avoid side conversations during remote meetings, each participant should mute their microphone when they are not speaking. This will help to keep everyone focused on the discussion at hand. This is very helpful, especially in a remote business meeting.
In addition, it can be helpful to have a moderator who can keep the conversation on track and ensure that everyone has a chance to speak. If side conversations do start to happen, the moderator can address them directly and ask the participants to refocus on the discussion.
Use Live Polling to Make a Decision
Remote meetings or virtual presentations can be more effective when live polling is used to make decisions. This allows all participants to have a say in the decision-making process and can help to ensure that the best decision is made.
Live polling can also be used to gauge the opinion of the group on a particular issue. This can be beneficial in reaching a consensus on a course of action.
Know How to Properly Do Remote Meetings to Improved Outcomes
If you want to make remote meetings more effective, there are a few things you can do. First, make sure everyone is on the same page by using video conferencing and chat tools. Next, keep the meeting focused by having a clear agenda and sticking to it.
Finally, make sure everyone is equally engaged by asking for input and feedback. By following these steps, you’ll be able to make remote meetings more effective and productive.
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