How to Run Effective Remote One on One Meetings 15/04/2022

It’s also helpful to identify in advance which parts of your meeting or tasks can be shelved if something overruns. Where people often jump in with contributions in a face to face meeting, studies have shown that they tend to be more passive in virtual meetings. Particularly if you find yourself with a large number of attendees, it may be of benefit to have a webinar monitor or assistant to help identify issues as they arise.

  • For help choosing the right software for your meeting, check out our article on that topic here .
  • Being intentional and making smart meeting choices do not take much time at all — with practice, they can take only a minute.
  • Making sure to call out those people calling-in is a great habit to avoid that issue.
  • Going virtual has practical and measurable benefits and adapting to the necessity of conducting board meetings remotely during crises and many more realistic situations.
  • Jira IntegrationTurn action items generated in Fellow into Jira issues so their completion status stays in sync between both tools.
  • A study conducted by IWG found that 70 percent of professionals work remotely at least one day a week, while 53 percent work remotely for at least half of the week.

Remote sessions enable board members to attend the conference from wherever they are. This increases the likelihood that attendees will participate. Plus, you save attendees time and money by eliminating travel time and expenses. The technical storage or access that is used exclusively for anonymous statistical purposes. The final step is to coordinate your team to provide translation services and equipment to attendees.

An easy way to make sure your agenda gets read beforehand is to paste the meeting invite link at the bottom of the document. Subtle choices like this can have a big impact on the actions of the team. Regardless of what kind of meeting you’re holding or how long it will be, your agenda should be easy to skim.

Table of Contents

My research suggests that only around 50% of meeting time is effective, well used, and engaging — and these effectiveness numbers drop even lower when it comes to remote meetings. If you might be late to the meeting because of prior obligations, send a message to someone who will be there so they can inform the team. It’s way more awkward to waltz into a remote meeting late with no prior notice, especially because your video conferencing app will probably play a sound to announce your late arrival. Asking for suggestions and input is very important and useful within the workplace. Allowing participants a chance to express their concerns, questions, and suggestions will make them feel heard, respected, and important!

how to run a successful remote meeting

1) – Organize video conferences, share your screen, and even record the meeting. Your meeting minutes should state who is responsible for doing what, and when those deliverables are due. However, one great practice you can adopt to keep your teammates accountable for those things is sending everyone an email with a recap of the meeting. A study by Northwestern University showed that workers who shared funny or embarrassing stories about themselves produced 26 percent more ideas during brainstorming sessions.

Don’t Be Afraid To Tackle The Tough Issues During A Remote Meeting

It’s relatively easy to control a chatty audience in an in-person meeting because everyone’s in the same room. These tips can help your online meetings feel more like in-person meetings. By reducing the number of distractions and technical hiccups, you help your team spend more energy engaging with each other than they do wrestling with technology. Nothing kills momentum like a 15-minute delay because people need to download software, can’t get the video or audio to work, or encounter other technical hiccups.

We understand that in a remote setting, it’s easy for managers to fall into the trap of calling unnecessary meetings because they want to make sure everything is alright and on track. While you may use eye contact to prompt a colleague to speak in person, address them by name on a video call, especially if your meeting format involves some round-robin sharing. While remote meetings come with their unique challenges, they also hold great benefits. As mentioned above, remote meetings allow for more participant accessibility and flexibility.

how to run a successful remote meeting

While meeting in a quiet place is ideal it’s important to be understanding, given the circumstances, that interruptions will likely happen. 2) Every Time Zone, World Clock Meeting Planner, and WorldTimeBuddy – Visualize your teammates’s different time zones. For instance, if your fellow team members are in Los Angeles, New York, and London, an ideal time to meet would be 9 AM PST (9 AM in LA / 12 PM in NY / 5 PM in London). On-Demand DemosEmpower your team to build a culture of productive meetings with these on-demand product tutorials. Objectives Stay on top of your team’s goals by clearly recording, defining, and tracking the progress of your OKRs in Fellow’s Objectives tool.

How does this help employees?

As a result, it’s easier for everyone on the team to collaborate. If so, you’ll need to know how to do that before the meeting starts. Usually, this is how to run a successful remote meeting done to make the meeting easier to reference later—whether that’s for double-checking what was discussed, or for people who were unable to attend.

how to run a successful remote meeting

Then learn, reflect, and try some new things based on the feedback. Now that we have been meeting remotely for some time — and may continue for the foreseeable future — the timing may be ideal for this step. Some great apps allow participants to vote, an easy way to determine if the group has reached a consensus.

Once the remote team members know that you’re punctual, they will log onto the meeting platform on time. Punctuality ensures the remote meeting starts and ends as scheduled. You will want to have several types of technology that are agreed upon for remote meetings so employees become efficient and experienced.

How to Successfully Execute a Multilingual Meeting or Conference

This also gives them time to prepare their documentation, work updates, and any other required information needed for the meeting. Scheduling the meeting in advance also shows participants that you respect their time by not springing a meeting on them. The meeting tool you use plays an integral part in the success of your remote team meeting. Depending on the nature of the meeting (video or audio-only), choose the tool that suits your specific needs. Here are the crucial factors to consider when picking a virtual meeting tool.

Even outside of this new normal, a coffee shop might be a great place for work but is a hub of distractions for one on ones. Finding a private space can be helpful for times when you need to deliver or receive critical feedback. Start each team meeting with a short icebreaker or team building activity that helps the team get to know each other a little better. That’s why, if you manage a distributed team, you should always prepare an agenda prior to the meeting. Add your talking points to the agenda one hour prior to the meeting.

how to run a successful remote meeting

In an office, you can be more casual about the agenda, as you get to share more information while you have lunch, pass each other in the hallway, talk to each other, etc. Deciding who needs to participate in the meeting depends on the actual goal of it. Speaking clearly and deliberately helps everyone on the call hear and understand you better. Make sure you’re in a quiet, distraction-free environment that allows you to concentrate on the call. A reliance on screen sharing as a way to illustrate talking points. Remember, make your meetings more engaging by using Google Slides, Keynote, or PowerPoint presentation templatesfrom Envato Elements.

Video conferencing apps often have time limits on free plans, meaning every wasted minute is precious. It’s even easier to talk out of turn when you can’t read body language in a virtual meeting. Small talk can eat up half of the meeting because everyone’s a hermit the rest of the day. If your remote meeting involves presentations, you will need a tool with screen-sharing capabilities. On the other hand, you will need software technology with high-definition video characteristics if you want an in-person-like virtual meeting. The members of a remote workforce are in different locations and time zones.

Choose the Right Virtual Meeting Tool

For example, you can play with the distance between you and your camera. Just the same way you would do, if you were delivering a speech to an audience. Only this way will you avoid the typical “I can’t see/hear you” or “You’re cutting off” experiences which makes others loose time while you are trying to fix your tech.

Effective Nonverbal Communication in Digital World: 10 Tips

Soft skills are even more important when interacting on video and a few moments bonding may help hold your team together. They give you a chance to get a glimpse into people’s lives that otherwise you would have never gotten. You might meet your employees’ kids, pets, and learn so much more about their personal circumstances. You might think that because everyone is working remotely that you need more meetings for ‘face-to-face’ time.

How to Prepare for Your Online Meeting

Whether you’re a hybrid or fully remote organization, our board portal software has all the functionalities you need to succeed. Be sure to encourage collaboration during your virtual board meetings if you’re struggling with participation, even while using video. One of the main challenges of holding a virtual board meeting is keeping everyone engaged. Make your remote board meeting easily accessible for as many people as possible, even if it might not be possible to accommodate everyone’s schedules. You might decide to set up two separate meetings if there is a strong divide. Use a digital scheduling tool for ease of decision-making if you have trouble coordinating everyone’s schedules.

In 2022 the digital translation platform Wordly released a new report with results from over 200 U.S.- and UK-based corporate planners. This is an opportunity to get a temperature check on what’s going well, what isn’t working, and what could be improved to fix any gaps in communication. It’s not a reflection of your abilities as a host or as a leader. This can be detrimental to the productivity of the group as it’s already off to a bad start or needs to be constantly interrupted. We strive to nurture an employee culture of compassion, respect, and honesty, yet we also want to cultivate a high-performing team that is solution-focused. This means that the way we run meetings must also reflect these values.

Use bullet points and brief descriptions so attendees can scan and digest the content in less than a minute. You’ll also want to provide a visual space and audio equipment for attendees. You should test out video and Wireless connections just before your get together to ensure they are simply working effectively. If your table members need to use a teleconferencing service, make sure they may have access to the ideal equipment.

Research even suggests it may produce a contagion effect on attendees in which their mood mirrors yours. Start the meeting with energy, appreciation, and gratitude, especially during this stressful time. Doing so increases the chances of a more positive meeting mood state, which promotes more creativity, listening, and constructiveness. When you adopt a stewardship mindset, you become deliberate in your meeting decisions from start to finish. Being intentional and making smart meeting choices do not take much time at all — with practice, they can take only a minute. These choices span how you set up beforehand, how you manage productivity and presence during the meeting, and how you conclude it.