How to make the most out of remote meetings

Remote meetings with the aid of technology are now a common part of today's world.

PROJECT METHODOLOGYMANAGING REMOTE TEAMS

Inemi Stephen

7/8/2021

One major takeaway from the 2020 Covid-19 pandemic is the rapid rise remote meetings.

The way teams work and collaborate has definitely changed. Remote consulting, remote workplace and outsourcing are all on the highest ever records and still rising. Remote meetings may sooner or later become the only way of communication in various teams across the globe. Even if an organization operates a team that is technically based in the same physical office, it is now common that most clients prefer to communicate in a virtual manner rather than having physical contact due to time and Covid-19 related constraints.

 With this form of virtual communication comes several challenges of how to handle virtual meetings. How do you read body language, how do you handle punctuality, etc.

 Laying the foundation for successful virtual meetings

When you work with an in-person team, there are plenty of opportunities throughout the day to stop, chat, and connect. Those informal conversations and connections help build a rapport that carries over into meetings, making people feel more engaged and perhaps more comfortable voicing their opinions or offering critical feedback.

 Clarify team expectations

When establishing rapport and building trust with employees through remote meetings, it’s important to let your team know what’s actually expected of them. Working remotely is still a relatively new concept for some people. And everyone on the team should understand the company’s policy in order to do their jobs effectively and efficiently.

 Know your tools and have a plan B

You may know how to turn on the video camera and send a code for participants to enter as they join. However, knowing your software and hardware well can help you use your tools more effectively, and resolve problems quicker.

Make it a habit to dial or go online at least 5 minutes early, so you can set up the facility in advance or fall back to plan B. Video recording rehearsals should also be conducted in advance, because it can overload the computer’s operation memory.

 Engage attendees by assigning talking points.

Having at least one talking point on everyone’s agenda gives them a purpose for being at the meeting beyond hearing what everyone else is saying. It also confirms that they are part of the team and are spending their time in a valuable way. They’ll prepare for the meeting in a much more positive way if they have to present.