When working remotely, it’s also good to consider the cadence of these meetings. Ask your employees how helpful they find them, and what could be changed to make them more productive. We’ve reviewed some of the best video conferencing tools on the market, so be sure to read our full reviews. Participants at on-site how to run a successful remote meeting events will be more involved as the content delivery will feel more personal and direct. Since they will be able to read the body language of each other, they will also feel more involved. Filter down to key pointsThink about future readers or the non-attendees who want to grasp the crucial details of the meeting.
If your marketing or product teams are hosting a webinar or live event for customers, internally sharing the recordings will help keep all employees informed on updates. Those teams are already creating the content, so try to repurpose it. Technology has shifted how people — especially younger generations — communicate. The perceived time it takes to create a video or screencast or to markup an image is almost always linked to quality expectations.
It allows individuals to collaborate online, sharing documents or screens. Web conferencing makes it possible to use slides, videos, or other visual materials for a more efficient meeting. It provides an opportunity for collaborative work regardless of the participants’ location.
The “two truths and a lie” game can also liven up the meeting environment gearing up the team to participate. Have everyone agree on the topic and goals of the meeting beforehand. She says, “Everything you can simulate from face to face encounters is good.” When meeting with someone face-to-face, you have their uninterrupted attention and can see their body language. Face-to-face interactions are best suited for meeting with potential or current clients and job interviews. You’ll need to turn the camera so others can see you and a mic that lets other participants hear you.
While the structure of the meeting can vary, it’s usually led by the team leader who assigns tasks to each attendee. Every three months, teams come together to strategically implement a company’s short-term and long-term goals. Finally, a successful problem-solving meeting isn’t complete without identifying the root cause of the issue. Understanding what led to the problem in the first place will prevent it from happening again. To run an effective decision-making meeting, participants must know in advance how the decision will be made, explains a Harvard Business Review article.
More Information About Collaboration Tools
Ask someone in the session to help track meeting minutes and meeting notes if you need a hand. From Zoom and Teams to WebEx, there is no shortage of remote meeting tools and platforms. Explore which platform works best for your team and which will help you facilitate communication.
This allowed us to replace an entire meeting just by creating a six-minute video. A two-year study by Stanford found that, despite the complexities, remote workers got more done. This boost in productivity among remote workers was equivalent to an extra full day of work each week, or 13% more output from the work-from-home-group. In a world where we are isolated from our coworkers, we need to push our internal communication to the same level we would typically communicate outside of the office. Email is a valuable tool, but it falls short when it’s used to communicate with just a block of text.
The 2019 State of Remote Work report found 14% of remote workers are dedicating time to more than 10 meetings per week (vs. only 3% of on-site workers). Meetings are also a great way to build relationships and facilitate team bonding. In order to run a successful online meeting, there needs to be good coordination between hosts and participants. A remote meeting is a virtual event that enables people to collaborate and join discussions from different physical locations. Contact ustoday if you’d like to work with more remote teams in your company.
Start your meeting promptly and emphasize the importance of being on time with your employees. Barco’s survey also found that 11% of meetings are spent waiting for someone to arrive. And according https://globalcloudteam.com/ to Doodle’s State of Meetings report, people arriving late is one of the main factors that turns a good meeting sour. Without a clear structure, meetings can quickly become unproductive.
By the time a meeting is over, most attendees have their fingers on the “end meeting” button. As the number of participants grows, the easier it is to jump off topic and derail the entire virtual meeting. This causes the meeting to drag on, participants to lose interest, and none of the meeting objectives get met. Remote meetings are an impactful way to build connections with people across the globe that would not be possible otherwise. It allows you to quickly find, connect, and develop relationships with other people who are geographically distant. All in all, people get their jobs done more quickly and efficiently.
Put your remote workers’ needs and considerations first so your virtual meetings are impactful. Quarterly roundups, partnership meetings and launch events regularly use this format. Event hosts can speak directly to the audience by activating their camera, or they can share a presentation to support their meeting’s topic. If going remote means you have more meetings, you’re doing it wrong. The value of remote work is that people have more control over their time, not less.
Test Your Technology in Advance
Sign language interpretation greatly facilitates accessibility of meetings for sign language users. Sign language interpretation is a Level AAA requirement of WCAG 2.1 for prerecorded audio content only. However, sign language can be streamed into a videoconference window during a live videoconferencing session; this may need clarification in future versions of the Guidelines. Allowing your audience to connect a few minutes before the remote meeting begins is a great way for remote teams to meet and greet each other. This is also a great time for the facilitator to use an icebreaker to help the audience to feel more connected. But many things can go wrong if a virtual meeting is not planned properly.
An excellent way to include everyone in the conversation is to start the meeting with some friendly and casual talk. It can be helpful to use aworld clock meeting plannerto find optimal times for everyone to meet. Otherwise, look for overlapping time blocks; if workers can’t make it for the entire meeting, you can maybe get everyone on for part of the call. Also known as progress checks, check-in meetings, and stand-ups, these meetings are intended to bring all parties involved up-to-date with the pertinent information surrounding a project.
With proper practices in place, you can safeguard your business from lags in the current market and be prepared for any future issues. Moreover, you can increase their productivity by refining the meeting schedule and establishing a meeting only if necessary. Learning a new way to communicate doesn’t have to be difficult. Like most new things, it’s hard to start, but it’s not an impossible problem to overcome. There are many ways, a lot of them discussed in this guide, to get started.
It allows more people to join
So your virtual meetings need to take place behind a virtual closed door to ensure that you avoid issues like Zoombombing, where uninvited people join your meeting room. The pandemic and the subsequent remote and hybrid work transitions have made virtual meetings the norm for several companies. Conducting ice-breaking activities is an effective way to make remote meetings more fruitful while making the employees, including introverts, comfortable. Also, it is good to inform the team of these activities so that they are better prepared for them mentally. Remote communication is a way of communicating with others online. Meetings, information, and training materials are shared over the internet.
Presentations are a great way to make any video meeting more appealing and interactive. Make deep research and choose a tool that suits your business needs the most. One platform to unify bookings, video calls, payments, and more. Make sure everyone tests their equipment before the meeting as well. Nothing is more frustrating than troubleshooting just minutes into the call.
How to Successfully Run a Remote Meeting with a Video Conferencing Platform
Jamboard is a Google program that provides virtual whiteboard options with built-in photo features. Skype can be used to host fairly large groups and also allows for easily recording an entire meeting. Harvard Business Review, “What It Takes to Run a Great Virtual Meeting.” Find out what’s involved in keeping meetings productive and engaging.
- So, if you have wondered how to run and host remote-friendly online meetings, check out the points below.
- While the events industry has leaped to co-opt technologies, what’s also inspiring is how different sectors have welcomed and integrated these new formats.
- The point is, introverts deserve to be just as engaged in online meetings as anyone else, but it may take some work on the facilitator’s part to get them there.
- Since I’m not in the office anymore, I started recording videos that show others how to do things.
- Especially in a time where nearly one billion hours of videos are watched on YouTube each day, it’s easy to believe every piece of content needs to be perfect.
Getting a grasp of some of the challenges your remote team is facing helps you make adjustments to your meeting calendar that will have the greatest impact. Alignment Get your people in the same mindset with OKR goals and 1-on-1 meetings. Ensure that the timing of discussions and breaks are effectively conveyed to both in-person participants and online participants. Ensure that online participants and in-person participants can see and hear each other. If the sound degrades during a videoconference, request that participants turn off their video to see if that improves the audio quality. Request that any participants using virtual backgrounds test the quality of their projection to ensure that there is no flicker of the participant’s image.
Benefits & Disadvantages of In-Person Meetings
Effective virtual meetings need teamwork to assist those who are less comfortable with the technology to adapt and understand what is needed. You can prevent overstretched online meetings by sticking to your agenda closely and ensuring that you do not go off-topic. Include the meeting set up a time with the tool you use in the agenda and buffer time to resolve any unexpected issues. Of course, there will be lags in the meetings, and several things can go wrong, causing a delay. This new normal remote world is a trial and error process to find the best way that suits your team. Plan everything to the minute and try to stick as close to the schedule as possible.
White label video calls
That said, having a tool that not only allows you to host video calls but also gives you access to your team’s calendar is an advantage you definitely need. For remote teamwork to succeed, you must establish goals at the end of your meetings. Before the video conference starts, you should create an agenda. Not only will this waste time and cause your sessions to go over, but you might not accomplish much either. You’ll also want to think about what you want to achieve during the meeting and what tools will help.
We’ve all been to virtual events where someone’s internet dropped, someone’s microphone was muted at the wrong time, or the host’s computer died. Everyone has been there, and everyone who has to put on a virtual event stays up at night worried about this. We were very lucky on the day of the event, but we had also talked through possible issues and developed multiple backup plans and redundancies to minimize the risk. We had multiple hosts of our meeting, each on a different internet connection, so we could hopefully not drop the meeting for everyone. We had prepared an email to blast to everyone who signed up for the conference with an alternative meeting link.
2 Additional guidance for preparing remote meeting content
A virtual meeting means that people can be working one minute and then zoom in to participate in a meeting the next. And afterwards, they can go straight back to work, minimising any effects on productivity. Some video conferencing platforms come with polling features, which can help your employees contribute and engage with the meeting despite the distance.
RingCentral Video offers the highest quality with an impressive 99.999% uptime, meaning you get a great user experience. You wouldn’t hold a physical meeting without some form of agenda, so why should a virtual meeting be any different? People have busy schedules, so setting out a plan in advance—and sticking to it during the meeting—is crucial to success.