With more people working remotely, virtual meetings have become the norm rather than the exception. Whether collaborating with someone across the globe, attending virtual conferences (vc) or just catching up with coworkers, conducting effective remote meetings is a valuable skill. Here are seven tips to help you make the most out of your virtual gatherings:
- Choose the Right Technology
Make sure you can access reliable video conferencing (vc) tools with features like screen sharing, chat, and the ability to mute/unmute participants. Familiarize yourself with the platform to avoid technical glitches during the meeting. Google Meet and Zoom are great options.
- Prepare an Agenda
A well-structured agenda helps keep the meeting on track and ensures that all necessary topics are covered. Ensure this is shared with those in attendance so they can ask questions and have context before the meeting.
- Set Clear Objectives
Define the purpose of the meeting and what you aim to achieve. Having clear objectives helps participants stay focused and engaged. Avoid scheduling meetings for information sharing that could be handled via email or documents.
- Test Your Equipment
Before the meeting begins, test your camera, microphone, and internet connection. Nothing is worse than starting the meeting with a technical issue or the infamous "Can you hear me?". This can easily throw off a well-crafted meeting. Ensure proper lighting and a clutter-free background to appear professional and minimize distractions.
- Be Punctual
Start and end the meeting on time to respect participants’ schedules. Being punctual sets a positive tone for the meeting and fosters a culture of respect for everyone’s time.
- Engage Actively
Encourage active participation by asking questions, seeking input, and involving all attendees. Use non-verbal cues like nodding and smiling to show you’re engaged. Encourage others to do the same.
- Follow Up
After the meeting, share meeting notes, action items, and deadlines with participants. Ensure everyone is clear about their responsibilities and next steps. A follow-up email or shared document can keep everyone accountable.
Remote meetings can be challenging due to potential distractions and technology hiccups. Stay patient and adaptable, and be understanding of others’ challenges. With practice and these tips in mind, you can become a pro at conducting successful remote meetings improving communication, collaboration, and productivity in your remote work environment.
At Underbelly Workspace, we have meeting rooms that are designed for remote meetings. With Google Meet hardware and comfortable furniture, these spaces give you the privacy you need with the right equipment, instead of the loud coffee shop with uncomfortable chairs.
Book a room today!