Without an outline to follow, remote employees can experience unnecessary frustration. With the right encouragement, your remote employees will begin to feel more comfortable in voicing their opinions, sharing their insights, and becoming active participants in team matters. Consider scheduling the occasional sync just to catch up as a team or to plan a virtual team building activity.
You can use it to schedule meetings well ahead of time to keep everyone updated. Some of the best file sharing systems you can use are Google Drive, One Drive, and Dropbox. Tools like Google Drive even integrate with its own suite of collaboration tools (Google Docs, Sheets, etc.) and third-party apps like Slack for more efficient workflows. This way, when team members are working on the tasks created during the meeting, they can always go back to get a clear idea of precisely what they need to do. Planning tasks out during the meeting can seem easy as everyone’s on call at the same time. You can also go back to these recordings from time to time and see if you’ve overlooked any great ideas that can boost your business.
Set a tactical agenda
Listed below are some practices that will help you run a highly effective remote meeting from the comfort of your own home. Participating in a remote meeting is very different from attending a face-to-face meeting. Google Calendar and Any.do are great calendar apps that can help you overcome this issue.
That’s why it’s good practice to break the meeting into smaller, more digestible chunks and re-engage your attendees in between. Use a fail-safe video conferencing tool such as Zoom, Hangouts or Skype. If specific people lead discussions of the agenda items, identify them on their particular topic. As a result, you will run the meeting smoothly since everyone will be ready for their responsibilities.
Stay on track
While preparing an agenda can help keep your meetings short, it also ensures that you stick to what should be discussed — without going off-topic. Doing the above allows the leader to make necessary changes before the session commences. Such an act can save you time while aiding in conducting an effective remote meeting.
Chat makes video meetings more efficient than in-person ones, as participants can ask questions without interrupting the speaker. To create a virtual office space that gives you the feeling of being in the same place, permanent meeting rooms are the ticket. They let your team pick up where they left off and hold spontaneous meetings in the same dedicated space at any time.
You can use color-coding to identify the ideas added by different attendees. If you are using a task management tool, you can quickly plan everything on it. You can also use an action plan template (check out the one below) to get things prioritized. You can mention these guidelines in the introductory email you send along with the agenda. Or take a few minutes to mention these at the beginning of the meeting.
Without someone in charge, a meeting can easily become unfocused and unproductive. It’s important to pick a moderator who will keep everyone on task and make sure they have time to speak, if they want to. See real-time updates and decrease meeting time to improve productivity and profits. Consider time zones and duration when booking so that it’s not extending late into the evening if you run over.
- Discussing these possibilities will help your business grow and also help your employees understand that you value their input.
- If you’re asking a question, leave a few seconds of silence after each answer to allow others to speak.
- Given that, remember it’s sometimes impossible to cut out all distractions.
- You need to utilize strategies and virtual meeting tools to compensate for the missing elements of the in-person interaction.
- In many cases, different teams use different work management systems.
You don’t have to manually write down what everyone said like you’d do in face to face meetings. Your meeting invite should ideally go out 4-5 days before the event, with reminders sent 1-2 days prior and around an hour before the meeting. Schedule management tools like Google how to run a effective remote meeting Calendar and Calendly can help you go about this smoothly. Additionally, sending out meeting invites well ahead of time also plays a significant role in making your meeting more efficient. They clarify who speaks about each topic and how much time is allocated per speaker.
Excessive frequency and duration of virtual meetings can be counterproductive, diminishing morale and willingness to contribute. The popularity of virtual meetings has skyrocketed in recent years thanks to critical global events, evolving business requirements, and technological advancements. Switchboard checks all those boxes by creating an interactive virtual space where your teams can work side-by-side for more effective collaboration, any time, on any project.