The internet and cloud-based applications mean more business are moving towards a flexible way of working. From remote workers to flexible hours, it is not uncommon to have part ( or all ) of the team working offsite from the business. This has many benefits, but how do you wrangle everyone together for a meeting? Here are our top tips on how to organise a remote meeting.
Checklist to Organise a Remote Meeting
1 – Plan ahead: Make use of video conferencing services like Zoom, Skype for Business or Google. Ensure that everyone knows how to use the software ahead of time. Video calls create better rapport on the call. If you require that, make sure you use a service which allows all participants to use video and microphone. Recommend that participants use a strong wifi signal for the meeting. Joining the meeting via data can cause drop-outs, so they may miss important information. Send a calendar invite with a reminder and link for the call. If you need to record the remote meeting for people who are unable to make it, check that the service you are using provides this option.
2 – Clear communication: Allow 5 minutes for introductions. Especially if this is the first meeting, where people have not had a chance to put a face to their co-workers name before. Request that people say their name when speaking up for the first time, as the team may not be familiar with each other’s voices. Avoid confusion by making sure that all participants clearly communicate who they are directing their comments to.
3 – Stick to an agenda: To make the most of your remote meeting, pre-plan an agenda of the topics to be discussed with your team. This way everyone knows what is to be covered, and ensure the meeting stays within the allotted time. Although meeting participants can be joining the meeting from home, everyone’s time still needs to be respected. An agenda helps to ensure the meeting is as efficient and effective as possible.
4 – Elect a moderator: Just like in-person meeting, you will need to elect a moderator who will be running things. This is even more important for when you organise a remote meeting, as it can lack body-language clues which move the meeting along. You can choose to have the same moderator each time or use a rostered approach with all team members. Make sure the moderator knows their role prior. Have a back-up moderator incase their connection drops out during the meeting.
Expand Your Remote Team
If you’d like help with virtual support for your business, contact us on 0207 952 1460 or via our website.