What We Learned About Remote Meetings By Planning A Virtual Conference

Apart from the fact that the agenda should be shared in advance, it ought to be planned carefully so that it covers only specific things and sticks to the predetermined plan. People who have the responsibility of organizing remote meetings should make it a point to choose a time that is suitable for all attendees/ participants. This will ensure that all participants are present and will ultimately result in an effective meeting.

How to run a successful remote meeting

It’s important to remember that while some people feel comfortable with an unstructured meeting, others need some time to think and process the information they are given. Even though creating an agenda can take some time, it’s still worth it to make remote meetings more effective and productive. Meetings at Hugo follow the SMART rule, adhering to topics that are specific, measurable, attainable, realistic and time-bound. A remote meeting is a professional business meeting between employees who are at separate remote locations, rather than all together in an office.


Here’s what clerks say leads to an efficient post-meeting workflow. If participants aren’t muted, background noise may disrupt the meeting. Make sure participants stay muted by walking everyone through functionalities at the beginning of the meeting or sending tips and tricks beforehand. This phase can be the most critical for setting up a legislative process that’s entirely remote, but it can also take up the most time if certain pieces are manual. Here are time-saving tips to increase efficiency before a remote civic meeting.

  • In addition to investing money in teleconferencing services, also invest time.
  • One of the best practices for virtual meetings is to create an agenda and share it with all the participants beforehand.
  • If you have people working across multiple time zones, consider sending out an agenda even earlier so people have time to prepare.
  • By reaching out and talking to people shortly before a virtual meeting, you’re likely to find that they’re more involved and alert in what follows.

It is beneficial because it makes people feel connected and also helps them to make their presence felt. Things to be discussed during small talk should be matters outside work. Interested in mastering remote presentations or building communication skills to partner more effectively with remote teams, partners and vendors? In a virtual setting, it’s up to the facilitator to bring the energy and create a positive and informative space for attendees. Without face-to-face interaction, it’s important to stay intentional with making a meeting efficient, effective and pleasant for participants.

You could also directly ask someone on your team with relevant expertise. You may find an unexpected approach to solving your problem. Remember, meetings are for collaboration, decision-making, and culture building, not for updates. Before you schedule a remote—or even hybrid—meeting, you need to decide if it needs to be a meeting at all. Make sure that nobody attending it feels ignored and ask all members about their opinion to keep them engaged and find out more possibilities to approach and solve a problem.

The technology you use holds great importance when it comes to making this transition to virtual offices a successful one. Therefore, identify the software and tools that best serve your needs in this regard. The type of your meeting will help you narrow down your list of options. In addition to investing money in teleconferencing services, also invest time. Everyone, especially the presenter, should practice using the tools before the 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. ‍The platform you choose to run your remote meetings should be chosen with a variety of factors in mind. These factors should be unique to your team and organization.

Agendas also show the team what topics are important and need to be covered that day. With all the issues laid out before hand and suggested time, the team is aware of the priorities and everything that must be covered. After the meeting ends, ask participants to rate the meeting.

Determine The Best Format For The Meeting

Even though different remote meetings can have different rules, there are some basic meeting etiquettes that everyone should follow to have effective meetings. To keep everyone else in the loop about what happened in the meeting, you can share meeting notes or a recording of the meeting with other employees. It is equally important for attendees of a remote meeting to have small talk prior to the commencement of the meeting.

Be careful to not create a culture where being in a meeting means you’re important. If your meeting only needs all participants for a part of the time, do that first, and tell those people to feel free to leave when they are no longer necessary. Video conferencing has a tendency to drop out at times. Speaking clearly and deliberately helps everyone on the call hear and understand you better. Don’t invite everyone on your team if they don’t have to be there. If someone isn’t participating during a call, it’s likely because they don’t need to be there in the future.

How to run a successful remote meeting

That way, they will have the space they need to collect their thoughts and regroup with their team, and you won’t feel like the meeting is stalled. Close your presentation by highlighting the key initiatives you’d like their thoughts on and next steps coming out of the planning phase. It’s wise to have a backup in place for every element of your presentation or meeting. Having a backup plan handy will eliminate the need for real-time problem-solving, allowing your virtual gathering to maintain momentum. Whether you’re running the meeting or just attending it, don’t waste valuable meeting time setting up the meeting on your end, or troubleshooting if something goes wrong.

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Now that we’ve covered the tools you’ll need for remote meetings, let’s dive into some tips for online meetings for both organizers and attendees. Finally, the best way to make your team meetings better is to ask attendees how the meetings are going — the ultimate act of stewardship. Send out a quick survey where folks share what is going well or not so well, and provide ideas for improvement. Then learn, reflect, and try some new things based on the feedback.

How to run a successful remote meeting

If any of your employees are fully remote, they may not be familiar with other team members. To keep everyone comfortable with each other, introduce each person in the meeting before starting. When attendees know who is in the meeting, they may be more willing to confidently voice their opinions if they’re aware of who they’re talking to.

How To Get Started Leading Better Virtual Meetings

There will always be people who are too shy to speak up most of the time. Make sure you’re including everyone on your team in meetings — even the introverts. Just because they don’t talk https://globalcloudteam.com/ doesn’t mean they don’t have concerns, and they’ll appreciate having their voices heard as much as anyone else. Before the meeting starts, test everything to make sure it’s working.

Whether that’s background noise or a messy background, limiting the things that can derail trains of thought and remote meeting flow can help you drive that productivity. As the clerk, it’s your job to ensure all procedures are followed How to run a successful remote meeting based on established guidelines, and that there is enough time for productive dialogue. 2) Zoom.us – Zoom allows up to 100 participants or devices to have a video conference, share screens, and even record the meeting or presentation.

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. The tools you use for your meetings will need to answer all of those questions. Your best bet is something that includes audio and video capability. Since so much of the way we communicate is non-verbal, it can be very useful for people to see each other during a meeting, even if it’s on a screen. One-on-ones are great for building rapport, especially with remote teams.

Make sure you assign meeting roles and let the team members you invite know about them beforehand. Not to mention that the participants are more likely to stay engaged knowing that they have a specific responsibility. Once you’ve checked all these boxes, it’s time to send the e-mail and invites. An app like Status Hero makes it really easy for teammates to share their updates at times that work best for them . Team members dash off an update in a minute or two and get on with their day.

How to run a successful remote meeting

Hopefully, some of these tips will be helpful as you potentially shift in-person events online. I’d love to hear your lessons learned or best practices if you’ve successfully moved to virtual for some major events in your company. Our Breakthrough Conference planning team took on the challenge of converting our in-person event to an online one with some ambitious goals in mind. We wanted to more than double our in-person attendance and provide a first class experience for our guests. We researched best practices, we attended other events, we tested out our assumptions, and we made adjustments along the way. Our tools make it so easy to add additional people to a meeting.

Because you cannot go and run and get somebody from his desk. The other thing is the people running the meetings didn’t know how to handle this at the beginning, virtually. For remote workers, especially those with the added challenge of managing time zones, this makes the difference between a meeting that’s effective with one that isn’t. At this point, all of the meeting participants have put in the time and effort to add their thoughts and items for what they’d like to discuss during the meeting.

Microsoft Teams Bot

It’s also good to ask if your leadership style is working to make everyone feel included. Help your remote colleagues and team members make their presence felt in the video conference. For example, make it known who will take notes, when questions should be asked, and what attendees should plan to share.

Pose a question, ask team members to brainstorm and drop in sticky notes with their ideas, and then organize those sticky notes by theme or priority. As part of creating the agenda, you should also decide ahead of time who will facilitate the discussion and who will take notes. Use the “Raise Hand” feature or chat to interject or ask questions in larger meetings. Sync your calendar with the company’s messaging platform or change your status when in meetings. Set notifications to ensure that you arrive to meetings on time.

Set A Meeting Agenda

Remote workers do not have the same opportunities to have informal conversations as people who work in an office setting. That means you need to get proactive with bringing those chances into your remote team meetings. Some great apps allow participants to vote, an easy way to determine if the group has reached a consensus. This can be done in real time during the meeting, or immediately afterward to separate deliberation from decision-making.

Address Opportunities For Feedback:

As you continue with remote communication, meetings, and sales calls, you’ll learn what works and what doesn’t. The important thing is to stick to the core values of your brand and what your company does, and the rest will sort itself out. If everyone’s “in the room” — cameras on, microphones unmuted — then you’ve established a connection. Collaboration is more difficult, but there are plenty of tools to enable it. If you’re working together on a team doc for next month, everyone should be able to access it simultaneously. Big software applications like Google Drive and Microsoft Teams make this easy by allowing multiple users to simultaneously update and add to any file.

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Assign Roles To Your Team Members

However, an excellent thing about remote meetings is that you can record them. If someone is also taking notes throughout the gathering, ask them to also note down the time every so often. That gives your employee the option to fast forward the recorded meeting to the places that have relevant information.