Once the catching-up concludes, mention the meeting agenda briefly to the participants. You could share the meeting agenda beforehand to make the session smoother while saving precious time. You might discover that some agendas don’t require any form of meeting to handle; they need an individual polishing up or done in smaller groups. Remember also to leave a minimum of 15 minutes before the discussion ends.
It’s important to keep a record of all ideas shared during the meeting. It can be shared with those who missed the meeting and be used to create your action plan later. You can go around the virtual meeting room asking everyone how their week has been, or by talking about a current event that everyone’s affected by. It’s essential to check with the attendees’ own schedule before fixing a time for the meeting. Though the above tips will set you on the right path, each type of remote meeting will require a different approach. This is important to remember when preparing for each remote meeting.
Planning a virtual meeting
A remote meeting is a session between individuals located in different locations and using web conferencing tools to connect. Whether you’re running a meeting, hosting a training, webinar, or speaking at an event, polls are your best friend. Instead of writing ideas on a whiteboard, share the screen and write the meeting outputs on a shared online whiteboard. Once you’re all set, start with welcoming all your colleagues who’ve joined.
This is a more hands-on form of video conferencing, with participants working on things together. It can include training, sharing slides, and hosting presentations. The fact of the matter is that technology isn’t always 100% reliable, and you may run into issues or find that some remote workers didn’t catch everything that was said during the meeting.
Tips to Running a Productive Remote Meeting
It is crucial to be mindful of the meeting length and consider breaking it down into shorter, more focused sessions. Send the email needs right after the meeting to ensure everybody still remembers all the details and agrees on the actionable items. Repeat the goals of the meeting and go through the agenda’s main points to refresh the attendees’ memory. Before the meeting begins, send a follow-up email to remind the participants about the upcoming session. The purpose of the meeting should include clear goals and objectives.
Here at monday.com, we’ve established some clear ground rules for when (and when not) to videoconference. Slack is a communication tool for initiating video calls and chat sessions with other teammates, fostering teamwork. Once you construct how to run a effective remote meeting a summary, share it with all attendees through email or other sharing apps. Furthermore, indicate the responsibility attached to each derivable. By sticking to such etiquettes, you can run meetings remotely and effectively.
Strategies for Successful Virtual Brainstorming Sessions
Keeping employees engaged during remote meetings can be a challenge. Because there’s an extra layer between you and employees, it can be difficult to encourage participation and collaboration, especially during longer meetings. From family members and roommates to loud TV, you’ll have noisy distractions that make it hard for your team to listen to you. That’s why a noise cancellation tool is a great addition for your remote meeting setup.
- When working remotely, there are fewer opportunities to congratulate team members on a job well done and to show them how their work makes an impact on the company overall.
- This article goes through several tips and tricks that’ll help you run successful remote meetings.
- You’re no longer limited to working with people in your immediate town or city.
- The type of meeting platform you should use depends on the nature of the meeting, as hosting a webinar will require different features than running a conference call.
- At the same time clarify the roles each attendee will be expected to play during the meeting.
- Choose a virtual workspace software that lets you easily pull up PDFs, documents, apps, and the websites you need.
Then participating in online meetings must be part of your daily routine. Let us know some of the best practices your team uses to keep things productive. Below are a few templates that you can use right away during your virtual meetings.
List the action item for each agenda point along with the name of the person or group responsible for its delivery. Ask all the participants to confirm receipt of the summary and their understanding of it. By appointing a moderator, you give that person the authority to control the proceedings. No one can speak without the moderator’s permission, and the moderator keeps everyone focused. This is particularly important in online meetings, since issues with internet connectivity and audio or video quality can lead to miscommunications. Technical issues during virtual meetings can be highly disruptive and hinder effective communication and collaboration.
Then, while the meeting is fresh in everyone’s mind, share a list of action points and takeaways so everyone knows what they need to do next. Even if you’ve already laid out your goals in the agenda, use the first few minutes of the meeting to communicate the schedule and objectives. Whether it’s brainstorming a new product design or setting new protocols for debugging, remind participants of meeting goals to keep everyone on track and focused. Even better—add the agenda to your meeting room so everyone has it front and center. Remember that noise is one of the biggest challenges of remote meetings.
