Remote conferences have been a part of the corporate norm for a while now. Nowadays, with the increasing popularity of remote work culture, conference calls have become even more common.
While technology has helped us overcome many of the obstacles created by geographical distance, audio and video conferences are delicate affairs that can get ruined easily. In fact, if you have been using the web for more than a decade, you probably have been part of a video call that seemed like an absolute waste of time. There are, however, a few things that you can do to make sure your remote team meetings stay productive: Preparation Is Key Coming to a meeting prepared is a basic management etiquette. Whether it's a face-to-face meeting or a remote meeting, being prepared and having a plan always pays off. Make a plan for the meeting, account for every minute of the meeting in your plan and make sure you share it with all relevant people well before the meeting happens. With a clear set of objectives and tasks in place, and the whole team on the same page, your meeting will start off the right way and will have much better chances of staying on track. Your Team Deserves The Best In most cases, all meetings take place during (paid) office hours. It’s best to not let precious time get wasted because of technical glitches. To avoid these, make sure you’re making use of the very best conferencing technology out there. To take this a step further, look for tools that can further enhance the experience of the meeting. For instance, you can make use of a (read: the best) online virtual whiteboard to facilitate innovation ideation with virtually no back-and-forth revisions as all inputs are given in real-time. Make Sure All Collaterals Are Shared Before The Meeting It happens often while one team member is presenting their collaterals to the rest of the team, some members of the team are preparing or rehearsing for their own turn or giving finishing touches to their own projects. To avoid such scenarios, make it a habit to share all relevant meeting collaterals with everyone before the meeting happens. This way, not only would everyone be able to pay attention to whatever is going on in the meeting, they will also be able to go through the collaterals and be prepared for the meeting. Check-In At Regular Intervals On many occasions, it may happen that one or two members of the team will speak very little or not at all during the entire span of the meeting. Other times, while the meeting is going on, one of the members may get disconnected due to a technical glitch. To make sure all team members are involved in the meeting, keep checking in with them. Ask them for their views on whatever is being presented or simply make small talk. The objective here is to make sure all team members are connected and attentive during the meeting. Make MoMs Even for remote meetings, minutes of the meeting (MoMs) remain an essential task. These will not just help you make sure the meeting happens how you intended it to be, but will make sure that all team members are on the same page after the meeting. After you have shared MoMs with everyone, you can rest assured that everyone knows of the latest developments that took place during the meeting, and is clear about the tasks that have been assigned to them. Conclusion Lastly, the most effective way to make meetings productive is to make them into a habit. Hold regular meetings to make sure your remote team stays in the loop at all times. This will also help you keep track of the different tasks assigned to different team members. How do you squeeze productivity out of your team meetings? Share your ideas in the comment section!
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