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How to conduct an effective remote conference – Guide
Meetings get a bad rap – and with good reason. They never start on time. Someone always dominates the conversation. Discussions inevitably go off the rails. People start tracing their hands in their notebooks. And almost always the meeting could have been an email. On a remote team, you’re less likely to get caught tracing your hand on your notebook, but the likelihood of meetings becoming ineffective only increases. Video conferencing apps often have time limits on free plans, meaning every wasted minute is precious. It’s even easier to talk offline when you can’t read body language in a virtual meeting. Small talk can lead up half the meeting because everyone is a recluse for the rest of the day.
Poorly managed meetings have a huge negative impact on team success, innovation, creativity, and individual well-being and stress. In fact, a bad meeting can even lead to meeting recovery syndrome, where employees lose extra time and productivity recovering from a bad meeting. My research shows that only about 50% of meeting time is effective, well used, and engaging – and those effectiveness numbers drop even further when it comes to remote meetings.
An online meeting is exactly what it sounds like: it is a formal or informal business meeting between colleagues in an online environment. Remote meetings can be small two-person conversations or large online meetings with colleagues from around the world.
How to Run an Effective Remote Conference
Set clear roles and expectations
As involvement in remote meetings is challenging, it is important that all participants have a clear role and contribution to make. This could be communicating dates, making a decision, sharing an idea, or playing a facilitating role for the meeting. When inviting people, clarify what is expected of each person and be sure to hold people accountable and acknowledge contributions during the meeting.
Learn how to use the meeting platform
Before the meeting, make sure you are comfortable using the platform. This may seem obvious, but meetings can quickly go awry when a participant doesn’t know how to look at the computer camera lens and seems to be scanning the entire meeting. It makes them appear detached and lacking in confidence. It’s also very annoying when a participant doesn’t know how to use the platform software.
activate cameras
the connected camera is a way to increase the success of remote meetings. Also, if there’s a group, I think calling people who aren’t getting involved is a powerful tool to make sure everyone feels included. Another option is to describe how the time will be used so meeting participants know what to expect.
Take your remote meetings for a walk
We need to think of ways to keep this practice in a form that doesn’t get old. One great suggestion I’ve heard recently is that managers have your one-on-one meetings with team members while you each go for a walk. Or maybe while one of you is sitting on a playground watching your kids play. The key is to ensure that you are not always in front of the computer.
One of the biggest disadvantages of remote meetings is demotivation. Incorporate ways to keep your audience engaged, for example B. asking questions, including quizzes and allowing the audience to share their responses. In some of the most engaging remote meetings, everyone is talking, posting and typing their responses on the messaging platform, even if they’re not together in person.
Establish Proper Meeting Etiquette
A common complaint about remote meetings is that people don’t follow proper meeting etiquette. Establish policies in advance, such as B. Microphones should be muted until it is your turn to speak, participants should find a distraction-free place, and all other computer applications should be closed, unless pertinent to the meeting, to ensure a much smoother environment and successful meeting enablement.
Send an agenda a few days in advance
Many remote meetings fall short because the agenda has not been thought through and the timeline for each discussion has not been locked down. If the meeting is a brainstorming one, let the participants come up with your ideas. This allows for constructive use of time. Use meetings for decision making and problem solving.
Enjoy themed rooms
Use themed rooms for small group discussions with large group meetings. That way, everyone can participate in a deeper discussion and report. Long meetings trying to make everyone feel heard make people distracted and uninterested.
Invite the right people
Invite only those who are impacted by the issue, can contribute useful content to support decision making, or have the opportunity to do the same. final decision. Then prepare everyone in advance with an agenda, support materials, and assigning a chair. These strategies apply to all meetings, remote or not, and everyone is happy when meetings end early.
Take turns Contributing
Give everyone the opportunity to contribute in a structured way. The two worst things that can happen in a video conference are losing participants or everyone talking to each other. It doesn’t have to be one of those two extremes. Take turns contributing, especially looking for contributions from those who are less inclined to speak up and encourage safe dialogue.
Develop a communication structure
Teams working remotely can experience confusion and ambiguity. Isolation can sometimes create uncertainty about who to talk to about problems and how and when to address them, leading to delays and procrastination. It is important to design a remote framework that clearly defines expectations for effective decision making and communication. A clear understanding encourages better communication.
Pre-frame your meetings
Before the meeting, make a preliminary draft of what the meeting will be like. Anticipate potential challenges and technical issues that may arise and also have a code of conduct for speaking in remote meetings, as the medium of communication is not as synchronous as face-to-face interactions. There needs to be continual pauses and adjustments to match engagement levels.
Final note
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