Collaborating on a meeting agenda with clear talking points won’t just help your teammates prepare appropriately for the meeting. It will also help you foster discussions where everyone feels empowered to participate. Team Meetings GuideLearn how the world’s best companies run effective team meetings – featuring insights from Figma, Buffer, Close, Webflow, Shopify, and more. Furthermore, the fact that board members feel their opinions are being heard right from the start is a great way to boost engagement from the beginning. Using virtual meetings is likely, but it is a good idea to check your internal regulations and local regulations to make sure you are following all procedures and operating ethically.

  • This will also help keep the participants engaged in the hours ahead.
  • As you get accustomed to running remote meetings, it’s important to know what’s working for your colleagues and what’s not.
  • Don’t forget about the appreciation and motivation that should keep coming from managers/peers, even for small acts of success.
  • Set an expectation of no multitasking and live up to those standards.
  • If you can’t find a time slot that works for everyone, then check if a meeting is absolutely necessary.
  • And many video conferencing apps give people dial in numbers so they can access meetings via their phones.

Video conferencing plus VoIP platforms offer a more enterprise-appropriate solution to remote meetings. These are platforms that allow meeting organizers to schedule calls in advance, send out mass email invitations with unique access links and call-in numbers. They also enable users to choose how they want to join the call. This type of platform is ideal for larger remote meetings or town halls that host attendees from various locations. Luckily, technology has more than caught up with the growth of online meetings. So, there are now numerous tools that you can use to make the process easier.

Give All Attendees a Chance to Speak

You’ll also make sure that you could have a point of contact for your staff who require to prepare to get the assembly. Identify the individual directly responsible for each action item. Don’t let anyone leave your meeting wondering what was accomplished or what the next steps are. For recurring meetings, start the meeting with a review of TODOs of last meeting. Learning to do this is extremely important for running a good meeting. It’ll make sure you actually treat each point sufficiently, and take notes.

how to run a successful remote meeting

Assuming you’ve already checked on potential meeting times, add the meeting date to the calendar. If you’re the person running the meeting, spend some time planning how it’s going to go and how much time you want different segments to take. Be sure to allow some time for people to settle in when they arrive.

How to Run Effective Virtual Meetings in 2020 (With Pro Remote/Online Tips)

If you want to satisfy the curiosity of people that don’t need to be there but are interested in what is discussed, you can share the meeting agenda and notes with them . Make sure everyone mutes their team chat notifications during a remote meeting to prevent distractions and that annoying ding. If you’re running the meeting and you know you’ll be late, pass the responsibility to a trusted colleague or inform your team early that the meeting time will change. Depending on the video conference app you use, someone else may have to create the meeting for folks to call in. In this post, we cover the most common types of remote meetings, their benefits, and the steps to book a remote meeting using Taggg. Instead, the secretary or the facilitator should clearly record the meeting’s event.

how to run a successful remote meeting

This will allow participants to step away from their computers for a moment to stretch, grab a snack or refreshment, and enjoy some quiet time before jumping back into the meeting. Everyone appreciates a “reset” during a long meeting or task, and this will ensure participants stay focused, motivated, and engaged during the meeting. These remote team meeting best practices can make a big difference to the effectiveness of your meetings. If your remote meeting involves multiple speakers and topics, it’s a good idea to assign jobs before the call starts.

How to Run Effective Remote Meetings

Community use cases, case studies and eBooks on best practices, and tools and workflows to help you work at the speed of sight. And more open-ended discussions that involve problem-solving or brainstorming can be quite time-intensive. Monthly research-based updates on what the future of work means for your workplace, teams, and culture. Sometimes, you have no control over kids screaming, doorbells ringing, or dogs going nuts over a postal worker.

Meeting times should respect everyone’s lunch and break times. Draw in virtual attendees (for example, “Sasha, please share your thoughts”) to keep them engaged. You might even consider keeping a tally to be sure all are contributing and all voices are heard, as some successful professors do. Lastly, don’t let people ramble or go off course; kindly interrupting, if necessary, is your job as a meeting leader.

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But after adjusting, companies have found that remote meetings have their own strengths and benefits. When done properly, they can open up more opportunities, allow better focus, and increase enthusiasm. How you manage your meeting is equally as important as what platform you use to host it.

For more information on effective one on one meetings, download our ebook, The Big Book of One on One Meeting Questions. A face-to-face connection can be extremely beneficial when employees can’t walk down the hall or peek around corners to connect with their managers. Body language often contributes more than 50% of effective communication. Put simply, there are a variety of physical cues that you can’t pick up on over a phone call. Video likely won’t help you interpret every interaction but it can help.

Tips to Keep Your Remote Meetings Engaging

Because these companies now have multinational workforces, they’re increasingly likely to host dual-language conferences and multilingual corporate events. One major reason why multilingual meetings are more common is that more companies have multinational employee pools. As remote working has become more in-demand and more feasible, many companies are employing talent from further afield. The demand for—and use of—multilingual meetings is on the rise.

How to Engage Remote Meeting Participants – Use These 9 Tips

These typically consist of a number of booths, each equipped for a single translator. To provide services for attendees, translators work to translate what’s being said into a specific language. Attendees who need these services wear headphones so they can hear the translation.

If the Meeting is Long, Include Short Breaks

According to, here are the most common meeting problems for employees. Formstack’s workplace productivity platform helps over 25,000+ organizations digitize what matters, automate workflows, and fix processes—all without code. Forms Power your data collection with versatile online forms that don’t require any coding to set up.

Whichever tool you choose, be sure to include links, dial-in numbers, and passcodes in the meeting invite. If someone has bad Wi-Fi, they can’t contribute to the meeting. My colleague Corey Wainwright describes it like driving up to a four-way stop with other cars who get there at the same how to run a successful remote meeting time. Everyone’s gesturing and mouthing to one another, “You go,” “No, you go,” “No, it’s fine, you go! There are a lot of great time zone apps out there, but we recommend World Time Buddy. Encouraging participants to turn on their cameras can help the meeting feel more connected.

This saves time and generates a better understanding of your topic. It can feel a little awkward at first, but once the team gets comfortable with the silence, the benefits will become immediately apparent. Rather than half the group pretending that they’ve carefully done the reading, you’ll know for sure that everyone in attendance is working with all the most current information. Knowing what they’re about to participate in will help your team prepare properly.

Provide anonymous feedback through your polling tools so that participants feel comfortable providing open, honest feedback. Make sure you consider all suggestions when deciding when and where to hold virtual board meetings. Implementing board members’ recommendations will demonstrate your value for their input, resulting in positive relationships and effective contracts. Meetings can now be accessed virtually from the comfort of a board director’s home or office.

Schedule at least a couple hours, one to two days before the event to run through equipment and audio quality checks with your sound team. As a result, many companies are turning to translation and interpretation services. These services ensure all attendees can understand what’s being said, even if the chairperson or presenter isn’t speaking their native language. Use the last few minutes of the meeting as a way to optimize the entire time by clarifying key takeaways, responsibilities, action items, and what will follow afterward. This will also provide a window for late-comers to settle in without missing vital information. It’s also important to keep in mind that “COVID fatigue” has affected a large amount of the workforce.

Different time zones, communication gaps, and technical issues are the greatest problems in virtual meetings. Have a plan on what specific items you would like to go over in the meeting so that everyone can prepare beforehand to make the most out of the actual meeting time. Otherwise, if teammates are unprepared, they might be busy preparing for what they need to say instead of actively listening to others in the meeting. To make the meeting more engaging, encourage everyone to turn on their videos.

Choosing the proper software will help you avoid technological issues and delays and you can choose software based on you and your team’s needs. There are many softwares to choose from and each software has its own benefits and limitations, as well as different pricing options. For help choosing the right software for your meeting, check out our article on that topic here . If specific people lead discussions of the agenda items, identify them on their particular topic. As a result, you will run the meeting smoothly since everyone will be ready for their responsibilities. Do you want to collaborate with the participants on each subject, or do you want them to listen to you when addressing each topic?

If you need to brainstorm new ideas for a project, don’t just summon team members to a meeting room and expect them to do it on the spot. When planning meetings—especially forbrainstorming—gather inspiration, and write down your own ideas first. Then, give your attendees a heads up so they can come to the meeting well prepared. If planning tasks or goals, ask members to consider SMART goals beforehand to align objectives. You want them to be able to add value so be sure to create a useful document inPaperthat meeting participants can read ahead of the meeting—and even add their own ideas. Especially in a remote team, it’s easy for all kinds of things to be left unsaid because the communication tax is higher.

Remote meetings have long been a popular option for nationwide or global organizations with participants all over the world. These virtual conferences have become the norm in the wake of Covid-19, with many offices shutting down or limiting their in-person capacity. People expect it for webinars, but it’s also useful for regular meetings to people who miss it can quickly catch up. Remember to let people know in advance, so anyone who’s unhappy can turn their camera off.