The manner by which teams operate as well as collaborate is constantly changing. Outsourcing, remote workforces and consulting are on an upward trend. The preference of clients to communicate remotely rather than in person because of time constraints is increasingly becoming common. One of the major issues that is ailing remote work for some time is how to conduct a virtual meeting effectively. Remote meeting definition is when individuals from across the globe utilize text, audio and video to communicate online regardless of their location. Such meetings allow individuals to share data and information in real-time and it does not require them to be present in a single physical location. Unproductive remote meetings are undesirable should not be accommodated as part of an organization's operations and that is why it is essential to learn useful tips for remote meeting.
As earlier mentioned, hosting effective remote meetings can be quite difficult. This is why people need to be equipped with useful and practical remote meeting tips that can ensure that their meetings are successful or productive. The following are some remote meeting tips:
It is always advisable to select the right remote meeting tools that will satisfy your needs or serve the purpose intended. There are several effective softwares in the market today that can be used to facilitate remote meetings such as ezTalks Meetings. Such software support video conferencing, desktop sharing and other myriad of features that promote successful remote meetings. Arguably, this can be considered to be among the most factors that contribute to effective remote meetings. Invest in a meeting tool such as ezTalks Cloud Meeting that is quick as well as easy to use.
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.
It is good practice to share the agenda of a remote meeting prior to holding it. This will guarantee that no attendee is sidetracked. Sharing the agenda one or even two days will allow all participants to stay on track. 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.
It is very challenging to ho remote meetings with numerous participants. This is mainly because of technological limitation and the inability of everybody to make a contribution during the meeting. It is advisable to begin with a small number of attendees and to gradually increase the number with an improving remote team management success.
Regardless of whether it is a recurring meeting, an approval session, a project update or even brainstorming. It is important to develop rules that will control the proceedings of the meeting. This should be circulated prior to the meeting or better still, set up for a longer duration of time. Uncontrollable remote meetings do not boost creativity neither are they productive. In fact, they are likely to result in chaos because everybody will want to speak simultaneously or someone will want to dominate a conversation.
Everybody who is attending a remote meeting should be introduced at the very onset by the person chairing the meeting. This promotes easy interaction among participants and will also keep people engaged from the start. Another reason for introducing everybody is that the video camera does not show all speakers during a remote meeting. People to tend be more willing to contribute and will be more open when they know the identity of the individual who is on call.
It is equally important for attendees of a remote meeting to have small talk prior to the commencement of the meeting. 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.
This is one of the top remote meeting tips. Participants should be reminded of the meeting goal immediately it begins. This can be achieved by placing a sticker of the meeting goal on an online collaboration whiteboard if it is available. This helps in keeping it fresh on the mind of everybody who is in attendance.
Technology is very good but it can disappoint at times. This is the main reason why it is wise to always join a meeting slightly earlier than the scheduled time. This will allow you to test if everything is working properly rather than troubleshooting for an unforeseen issue. Going in early also gives you an opportunity to find an alternative if your hardware or software is experiencing challenges.
The best way to keep all participants of a remote meeting attentive and engaged is to continuously ask for feedback. This will not give anybody the opportunity to tune out. In addition, it will encourage everyone to actively participate through raising concerns, comments and even asking questions.
The above tips for remote meeting are not exhaustive as there are many more but they should suffice in facilitating an effective meeting.
The above insightful information about remote meeting definition and tips should help companies in running successful remote meetings.