The shift in today’s workflow from working on campus to remote has made it crucial for workers to understand how these meetings work and why they are important. Though remote meetings are slowly becoming an integral part of everyone’s daily workflow, most organizations fail to leverage their true potential.
Deciding on the right tools to use and ensuring that you achieve all the meeting goals can be hard for many. In this article, you will discover everything that you need to know to effectively host and run successful remote meetings with your teams.
1. Know the Purpose
Ask yourself, do you really need a meeting to convey your current agenda or solve a current problem? Can it be discussed on the company’s forum, social page, or even on the mail? Can you introduce your ideas in any of the upcoming company meetings?
Before you host any remote meeting, it is important to know if the meeting is necessary, convenient to all the remote members, and beneficial to everyone taking part.
2. Choosing the Right Platform for remote meetings
While choosing the right platform for your remote meetings, it is important to determine the key thing that you need from the platform to make your meeting successful. Do you need to have a large number of participants in the meeting? Or do you want to broadcast the meeting on your company’s social platforms?
Choose an all-in-one virtual events management platform such as Onlive that enables you to not only host up to 100K attendees without any lags or glitches but also to simultaneously broadcast the meeting on multiple social platforms through its simulcasting feature, all while providing unique and immersive engagement opportunities.
Make sure to properly test the platform and all your other tools beforehand to avoid fumbles during the meeting.
3. Plan and Share Your Agenda Beforehand
Your meeting should be organized and well-structured. Instead of spending time during the meeting figuring out the agenda to be discussed, it is crucial to set an agenda and share it with your team members at least a day in advance.
Before it begins, they should be well aware of what the meeting is about. This gives them enough time to prepare, conduct research, and gather relevant documents.
Your agenda must consist of the main discussion points, time slot, and duration allotted for each topic, team members that’ll be attending, what they’ll be contributing to the meeting, etc. Besides setting the agenda, it is also vital to set clear guidelines and meet expectations.
Will your team members ask you questions directly, use the ‘raise-hand’ feature, or put it in the chat? Do you expect them to keep their camera on during the presentation? Will they be allowed to use their phones? Establishing such guidelines beforehand can make your remote meetings more effective and efficient.
4. Managing Conflicting Time Zones
Remote workers have the freedom to work while sitting anywhere in the world. But scheduling a meeting that is convenient for all team members can be challenging because your remote team could be spread across numerous time zones.
To get everyone together in the meeting’s context, you need to look for a time frame that works for everyone in the meeting. Set a clear time limit and send a calendar invitation to everyone. Planning and scheduling your meetings far in advance can also be helpful. Giving team members early intimation reduces the chances of having scheduling conflicts.
5. Determine the Responsibilities
Before the meeting, you must decide on a clear role for each attendee. They should know why they are in the meeting and how they are expected to contribute.
One attendee could write the minutes of the meeting, another could keep track of the questions being asked, and someone else could handle the presentation slides, etc. Having clueless team members is the shortest path to kill the engagement.
6. Establish Good Networking
Working in person allows for many opportunities throughout the day to stop and have a chat with another team member. Those informal conversations are a great way for people to build long-lasting connections and engage better.
But for remote meetings, managers have to create such networking opportunities for their teams to make the meeting successful. By conducting your meetings on platforms like Onlive, you can facilitate interaction through the chat feature during the meeting.
You also get the opportunity to break down larger teams into smaller interaction groups and use the breakout rooms. Providing such interaction spaces can help your team members get to know each other, communicate and collaborate comfortably, align with the organizational goals, and better contribute to the meeting.
Take it a step further with a 1:1 video networking feature for more intimate and productive discussions. You can also use the platform’s Q&A feature to moderate the questions asked by your team members and address their queries in real-time during the event.
7. Make It Engaging
Keeping your team engaged during the meeting is very crucial for your event’s success. Consider having a little friendly interaction before the meeting instead of diving straight into business. You can talk about things happening at the office, have everyone introduce themselves, or simply check in with them.
This enables you to foster the necessary trust and engagement before the meeting and also enhances relationships with the team members. Ice breakers and activities like quizzes, polls, games, etc., also encourage a comfortable communication atmosphere and help with better brainstorming.
All your team members must have a clear goal in their minds after the meeting ends. They need to be fully aware of their near future responsibilities in the job, the next steps to be taken, end products to be delivered, the due dates, etc. To do so, you can make a summary of all the deliverables and action items discussed in the meeting and send it to everyone involved.
With Onlive, you can also download the recordings and send them to the remote attendees who were unable to join due to schedule or time zone disputes.
As a host, you should check in on the team about their meeting experience. You could either talk to them one-on-one or send out an anonymous feedback survey on their emails or the company’s social platforms.
The feedback of your team members will give you actionable insights to help you make your future meeting more interactive and engaging and address the issues faced by them, if any.
By following the above guide and choosing all-in-one virtual event platforms, you can make your remote meetings more engaging and effective. To know more about hosting successful remote meetings, try Onlive for free today!