Tips for Mastering Your Remote Meetings

22 of March, 2023

From the office to the virtual boardroom – remote meetings have become more common than ever before. As a team leader or HR manager, it’s your responsibility to make sure these meetings are just as successful and productive as their in-person counterparts.

But here’s the thing: leading remote teams isn’t always easy. You have to be mindful of time, purpose and engagement. You need to make sure that everyone understands the conversation and is heard. And you must ensure that the meetings run on schedule.

If you’re looking to master remote meetings with your team, then you’re in luck! In this article, we’ll share some tips and steps for facilitating successful virtual conversations with remote workers—so you get it right every single time!

Introduction to Remote Meetings

Are you feeling the strain of running remote meetings? You’re not alone. Working from home has presented a unique set of challenges for teams everywhere. But with a few tips, you can master the art of the remote meeting in no time.

First of all, it’s important to understand that remote meetings require different approaches than in-person meetings. You can’t rely on visual cues or body language, so communication needs to be clearer and more precise than ever. Set up clear agendas, rules and objectives before your meeting starts so everyone knows what’s expected and how it will unfold.

For best results, use virtual meeting platforms like Zoom or Skype with cameras on so everyone can see each other. This helps maintain engagement by giving everyone the chance to contribute their ideas and share their perspectives more easily and frequently.

We also suggest using cloud storage to store files that need to be shared during the meeting, as well as setting up recurring meeting check-ins so everyone’s tasks are on track and there are no surprises towards the end of the project.

Setting Agendas Ahead of Time

Having an agenda for your remote meetings—and making sure everyone is aware of it in advance—is a crucial step in setting yourself and your team up for success.

An agenda should include the main goal of the meeting, what topics will be discussed, expected outcomes, and action plans to get there. This way, team members know what to expect and can come prepared to hit the ground running.

Creating an agenda also helps keep meetings on track so they don’t go over time. If you need help with preparing yours, there are plenty of awesome templates available online.

When you plan ahead and provide a clear agenda, remote meetings can become more collaborative, productive and organized – which ultimately translates into better outcomes for your organization.

Establish Ground Rules

When conducting remote meetings, it’s essential to establish ground rules for a successful experience. This means setting clear expectations for the meeting agenda and having everyone stick to it—no matter how tempting it might be to veer off course.

You can also create a safe environment where everyone speaks their truth and discuss ideas freely. The last thing you want is for participants to feel like they’re in a hostile environment or unable to communicate their thoughts.

Make sure everyone participates—this will make your meeting more productive and interactive. You can do this by calling on people by name and making sure that each team has an opportunity to speak.

Using the Right Technology for Effective Collaboration and Communication

One of the key steps to mastering remote meetings is in using the right technology. It can be very easy to overlook this, so it’s important that you take the time to research the technology available and determine which products will be beneficial.

When picking out the right tech, think about what type of collaboration and communication you need in order to ensure a successful meeting. Do you need a feature such as video conferencing, screen sharing or file sharing? Consider these features when choosing the right technologies.

With Sesame, you have all the powerful tools for tracking and managing your remote workers:

• Automated Task Tracking: Keep track of tasks assigned to team members in real-time without having to ask them for updates.
• Performance Tracking: Measure team performance with detailed reports that give you insights into how productive your teams are.
• Communication Tools: Stay connected with your remote workers through chat rooms with HR department, discussion boards and other communication tools.
• Meeting Scheduling: Schedule meetings with remote workers easily with Sesame’s integrated calendar and reminders system.

Using the right technology for your remote meetings makes it easier for everyone to stay organized, on track and effective in their workflows — whether they’re working alone or remotely in a group setting. So make sure you’re taking advantage of all the features that are available!

Debriefing After the Meeting

After your remote meeting, make sure to hold a short debrief with everyone involved.

This debrief should occur right after the meeting and the main goal is to review successes and areas for improvement.

Establishing a Debrief

Ask each participant to share their feedback for that day’s meeting, as well as any ideas for creating better meetings in the future. Make sure everyone has a chance to express their points of view without fear of judgment or criticism.

You can also use this time to discuss what needs further discussion or action. Make sure to assign concrete tasks and deadlines so that each team member fully understands their role in carrying out the goals set forth in the meeting. Writing down these tasks and having everyone check off on it is a good way to make sure everything gets done.

Finally, close off the meeting with key takeaways and what each team will do next. That ensures that everyone leaves with a proper understanding of what was discussed during the meeting and how they are expected to prepare for the next one.

Conclusion

Effective remote meetings have a few key characteristics – they are clear and concise, focus on a specific goal, use the right technology and tools, and involve everyone on the team.

With some thoughtful preparation and the right tools, you can ensure that your remote meetings are efficient and achieve their desired outcomes.

At the end of the day, communication is key. Knowing your team, understanding their needs, and adjusting your approach to make sure everyone’s voice is heard are the foundations of a productive and successful remote meeting. With the help of Sesame, you can make sure your remote meeting runs smoothly and your team is set up for success.