Emoji_events 360+ Goal & OKR Examples Access our library of 360+ role-specific and personal development goal examples to inspire your team. Google Lead high-performing teams without changing you and your team’s existing Google Suite workflows. AMAs Run simple Ask Me https://globalcloudteam.com/ Anything sessions across your team or organization. Next steps Keep everyone accountable by documenting and tracking next steps. This can detract from one of the highlights of remote work – flexibility (here’s more about whyflexibility is the key to remote work).
In this article, we will highlight 16 virtual meetings best practices so that you can make sure your remote meetings are a sure-fire success. To cover all bases, we’ll go over what exactly you should do before, during, and after the meeting. If you’re meeting virtually, ask people to enable video so they’re more likely to stay actively engaged. Of course, exceptions always apply, so be understanding if some participants have to opt out of video occasionally. People may need to tend to children, they may not feel “camera ready” if the meeting falls at an odd time of day, or they may not feel comfortable broadcasting their bedroom to coworkers.
These meetings bring added complexity at the same time that our collective Covid-driven year of meeting virtually raised expectations for remote participation. The pandemic accelerated the use and evolution of videoconference technology to enable virtual meetings from PCs, tablets, and phones. As providers invest heavily to better enable hybrid meetings, new features are being introduced to improve face-to-face communication among in-person and remote attendees. Virtual board meetings can be a powerful strategy when leveraged effectively. However, just like any tech-based solution, this concept presents unique challenges and benefits that require some extra forethought to overcome. Whatever your board’s reason for going digital is, it’s crucial that you have the right processes in place to ensure your virtual meetings are as productive as possible.
It can be a drag for a whole team to sit around and watch one person move around Excel rows. Consider which items can be done independently and don’t need everyone to be present. Feeling like a session was a waste of time can be massively deflating for both participant and facilitator.
Break people into groups and have them accomplish small tasks, or make decisions, together. Writing notes by hand helps people learn more, recollect facts better later, and gain a deeper understanding of the material than when they type notes. Never go longer than 5 minutes without giving the team a problem to solve. Forcing your team to sit through slide after slide chock-full of paragraphs of information is a surefire way to lose their interest – and quickly.
Neither of these options allows them to participate as fully as if they were in the room, and create a degree of inequality within your meeting. Whether it’s technology crashing or a user not being able to connect, you’ve probably been in a video chat that you considered a total waste of time. Another way you can collect feedback visually, is to simply create and send a Google survey form ahead of the meeting. Then, during the meeting you simply review the comments and share it with the rest of the participants in the meeting.
Aside from specific key stakeholders, each person can weigh attending against other priorities in their own workflow. But that time could force your East Coast co-worker to stay late at the office and miss a workout class they’ve been looking forward to all week. This is how you set all of your employee up to succeed in a meeting, regardless of their location. No, you go…” situation where again everyone starts speaking over each other. The best way to avoid this is for someone to just take the lead.
Remember that even though employees are often willing to work extra hours in the short-term when it feels necessary and unavoidable, these long hours are not sustainable. Teams that spread across multiple time zones can easily fall into the trap of working long hours to accommodate one another’s schedules. This is especially a concern during a time of global crisis when people working from home experience blurred boundaries between personal and professional obligations. Be aware that because of the long work hours, your people may be on a path to burnout, as they find it hard to separate from, or “turn off,” work. Make sure you are calling on each person to speak during the meeting. This will ensure that everybody has a voice during the meeting.
Avoid this by appointing a meeting leader or facilitator who will keep an eye on the meeting agenda and intervene whenever the meeting stops being relevant for everybody. Once you’re all set, start with welcoming all your colleagues who’ve joined. If possible, say Hi to each one individually and address him or her by name.
Remember that in order to facilitate this, you will want to let the participants know this is expected of them and to prepare accordingly so they can feel comfortable doing so. Encourage your participants to step away from the computer during a break. Go outside, meditate or grab a snack – whatever it is, giving the brain a moment to rest is imperative for successful workshops and keeping everyone at the top of their game. Remote facilitation often requires the spinning of multiple plates and while this is doable, every extra task or window you add to the equation creates the possibility of stress or mistakes. Interactive elements like polls and games can also be great for increasing engagement. Often, asking your group to get involved and take an active role in shaping the direction of the session can be what get’s them to really sit up and engage.
As a result, communication feels more familiar and natural. These are important considerations for a strong virtual persona and effective How to run a successful remote meeting virtual communication. In this next section, I’ll share specific examples of remote team meetings at companies I’ve worked for.
No one has illusions about that — we all see the results of past discussions. Send out action itemsin a meeting recap to all participants after the meeting to reiterate what was decided upon and what the next steps are. What can organizational leaders do to support their teams in dealing with burnout, and in tandem, address and reduce turnover rates? Learn steps to take today to create the conditions for everyone to bring their best selves to work and foster an environment that supports their people and the communities they serve. If you are conducting a retrospective meeting, as the facilitator, it is important to discourage this type of behavior on video. If you’re looking to increase your remote meeting productivity, and learn more about how Fellow can help you do that, watch this on-demand webinar.
That way everyone can see them immediately and add notes or questions for others to see. We recently dove deep into the research and synthesized the best advice for running effective meetings. Many of these general meeting tips will also help you run better hybrid meetings. The key is to double down and increase your commitment to making meetings as organized and efficient as possible.
One of the most important virtual facilitation skills you can master is finding that balance between focusing on delivering your agenda and being present in the moment. Take a breath, think of what you want to see from your participants, and set a clear intention to do the same. Carefully planning and designing an online workshop is only half the battle. Running a remote workshop or virtual meeting presents many challenges – some of which are unique to remote facilitation scenarios.
After the COVID19 crisis, workers were forced to pivot their working style, adjusting from in-person meetings to working collaboratively behind a screen. Not all platforms are easy to use, so make sure you check for this when you’re trying out different options. As we mentioned earlier, every team member should be aware of what they need to do after the meeting as a follow-up. Online meetings may not be exactly the same thing as in-person meetings, but when it comes to meeting etiquette, many of the same rules apply. The technical storage or access that is used exclusively for anonymous statistical purposes. Remember, your board members serve your organization because you value their insights.
This is also a great time for the facilitator to use an icebreaker to help the audience to feel more connected. You will want to have several types of technology that are agreed upon for remote meetings so employees become efficient and experienced. This can also mean investing in quality headsets, which can help block out background noise as well as prevent feedback from others on the video call. The only thing worse than a long presentation in person is a long presentation during a virtual meeting.
If you’re finding remote meetings a challenge to organize, motivate, and collaborate effectively with your team, this article’s for you. Generally, it’s best to keep your virtual meeting anywhere between 15 and 45 minutes. The longer your meeting drags on, the more likely it is that your attendees start zoning out, so focus on your agenda and try to keep your meetings from running over. No matter what video conferencing software or collaboration tools you use, you’ll probably experience some kind of technical issue once in a while. Your Internet connection might cut out, puppies chew through cables… While virtual meetings and video chats can be more engaging, it’s still not quite the same as face-to-face meetings in a meeting room.
Set the expectations for behavior and conduct you have for participants at the beginning of your online meeting with the Online Meeting Etiquette checklist. Simply put, a webinar is an instructional event that is delivered online. In a webinar, one or more speakers often deliver instructional material to their attendees and conduct discussions, polls, and participation over online software.
They’re also great tools for more thoughtful reflection and discussion before returning to the main room to share. As with any workshop setting, it’s the role of the virtual facilitator to model an example for the rest of the group to follow. In conversations, this means being aware of your energy and positivity, looking at the camera and offering positive feedback signals like nodding and smiling, and aiming to be succinct and clear. Check out our post on tools for online meetings and workshops for some examples of great tools you can use in your organization. Enforcing this in the remote workshop if people get this wrong can be problematic and take up precious time, so be sure to make this very clear to all participants. Furthermore, organizations with an undeveloped or non-existent online/video communication culture require special consideration.
Including a mix of different activities when facilitating remotely can also help keep an online group engaged and energized. Online workshops can benefit from having an additional facilitator, particularly when working with clients as a freelancer or with external organizations. If you’re working with an external group, having a co-facilitator from that team can ensure those people have a voice they trust helping to guide them through the process.
Modify the agenda of your meetings a little and build them around discussions rather than one-way content broadcasting. If you do not plan your virtual meetings properly, you may experience connection problems, software issues, disturbances, and scheduling concerns. But many things can go wrong if a virtual meeting is not planned properly. So we need to consider how to communicate and collaborate efficiently during remote meetings. But conducting a successful remote meeting over tools like Zoom or Microsoft Teams is no simple task.
In these scenarios, online sessions are not only a bonus, but they’re a necessity for teams that wish to be productive while also being distributed. We’re also dedicated to finding the best technical solutions to support remote collaboration. The right tools can make remote work seamless, and companywide policies can establish best practices. In our team meetings, we ask every attendee to use their video. We find that face-to-face engagement is essential, whereas sound alone is far less effective. Surprising absolutely nobody who has taken part in a video call these past few months, IT issues are the second most common challenge in hybrid meetings.
Peripheral team members support the team’s work but may be involved in a lesser way or for a shorter time. At the beginning of a project, explain each team member’s role and expected contribution. Our online program, The Effective Leader, gives mid-to-senior level leaders the tools needed to lead and collaborate virtually across organizational and geographical boundaries. To streamline communications, training should detail which tools will be used for what purposes.
Narrate what you’re seeing to help you and others read the virtual room. At the same time, don’t rely only on nonverbal cues—ask for feedback in chat, too. Because of delays and connectivity issues, it’s easier to accidentally talk over one another in a remote meeting—and it makes it hard for everyone else to hear. If you’re asking a question, for example, leave a couple seconds of silence after to give people room to answer before moving on. 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.
It has the elements of consensus built in and can prepare groups to transition into consensus if they wish. Most people are accustomed to the simplicity of “yes” and “no” voting rather than the complex and more community-oriented consensus method of decision making. Fist to Five introduces the element of the quality of the “yes.” A fist is a “no” and any number of fingers is a “yes,” with an indication of how good a “yes” it is. This moves a group away from quantity voting to quality voting, which is considerably more informative. Fist to Five can also be used during consensus decision making as a way to check the “sense of the group,” or to check the quality of the consensus.