How To Host An Inclusive Virtual Meeting, According To Hubspot’s Remote Work Manager

Send the agenda to the attendees before the meeting so everyone knows exactly which points will be covered and in which order. Then work methodically through those points, making sure everyone has their say and specific actions can be taken for each point. Keep your meeting minutes organized with this simple template for taking down meeting notes.

Real-time Text support, in which characters are sent to the other party to the communication almost as soon as they are entered, instead of waiting for an entire message to be composed before it is transmitted. More generally, selecting an appropriate platform can be accomplished by reviewing the extent to which each of the available options supports the applicable standards identified in this document. The commitment of the chosen platform’s developers to maintaining and enhancing accessibility-related aspects of the software is an important consideration in making a suitable choice.

However, even when stay-at-home orders eventually come to an end, knowing how to run a remote meeting effectively will still be a great skill to possess. It’s also likely this experience of remote working—at least part of, if not all of the time—will have garnered some supporters. Here are 10 ways to help you make your remote meetings most effective.

Have A Dress Code For Remote Meetings

Remote work can be difficult, and remote work during a pandemic has its own set of needs. Ensure that your meetings are inclusive, effective, and well-run to reduce frustration and build team camaraderie during challenging times. It’s your job as a leader to ensure everyone gets heard and dominant voices don’t overshadow the introverts on your team. This is just like in-person meetings, but this situation can be exacerbated on remote working channels. Accessible hybrid meetings have aspects in common with accessible in-person presentations. See [accessible-presentations] for an overview of the latter.

Let’s say, for example, that your business wants to host a major sales conference for small businesses, and you want all your salespeople to attend. But physically attending means lost work hours as well as costs. Hosting it in an online conference room saves on both counts. Polls Create and launch multiple-choice polling questions during the remote meeting. Your team will feel more relaxed and engaged if you start your meetings by talking about non-work related topics first.

What is a remote meeting

Prepare an agenda in which you identify the main talking points and subjects you wish to discuss. If your team needs to make decisions, be sure you allocate enough time to get people familiar with the topic beforehand,” explains Hubgets in Improve Team Meetings for Better Collaboration and Productivity. The time your team has together, whether in-person or online, is crucial to keeping everyone aligned, engaged, and productive. Because meetings (both one-on-ones and team meetings) play such a vital role in a team’s healthy functioning, they’re a great place to focus your attention. Once you’ve locked in your video conferencing platform, it’s time to set the details of your meeting. Choose a date, time, and duration, and then send out a calendar invitation to the meeting attendees involved.

Determine The Remote Meeting Type

If you are at an office or shared network, you can ask the network administrator to run a scan across the network looking for misconfigured or infected devices. If you are on a personal connection, like at home, you can run an anti-virus scan on your device to make sure it is not infected with malware. You might save some money by not paying for accounting software from the start but this could cost you later on.

Meeting management tools might involve cloud-based storage of notes, a digital whiteboard, or a mind map to capture notes in real-time. Perhaps your remote meeting may require Kanban boards to illustrate project progress or even a simple Word document. Basic video conferencing platforms are perfect for smaller team meetings and can either be set up in advance or initiated on the fly. Two common types of tools used for remote team communication are conferencing technology and meeting management tools.

Rituals are another psychological device facilitators can play with to reinforce feelings of connection. When people move in the same way, when we see others mirroring our behavior, we automatically feel more connected to them—religions, sports teams, and the military have long used these tricks to good effect. Easy ways to do this are through hand gestures, like hands up in celebration, or rituals around drinks, like a toast. One team I work with all bought the same tea and starts important meetings off by sipping their cups at the same time.

What is a remote meeting

A meeting agenda is a list of topics, tasks, and activities to be addressed or tackled during the meeting. You’ll need to know your co-workers’ schedules or have access to their calendars to determine a suitable time. Many conference call and meeting services will have a muting option. By disallowing attendees to go on mute, you are taking away the ability for someone to be typing or multi-tasking in the background. A single, connected workspace to collaborate, brainstorm, plan, document, manage tasks, and connect to data visually.

Cross-Functional MeetingsStay aligned on projects, drive progress and accountability, and improve collaboration. 360 FeedbackEfficiently gather and document comprehensive 360 degree feedback for all of your direct reports. Consider the downsides of too many meetings and ways that you can cut back meetings in order to increase productivity. Gone are the days of rigid 9-to-5 workdays and stay-at-your-desk work culture. A recent Bureau of Labor Statistics study indicates 23% of full-time employed workers did some or all of their work from home.

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Staying in touch with remote employees by email, text, instant messaging, phone calls, and virtual team meetings is a start. But what the entire team really needs is a shared understanding of how processes work and how responsibilities are divided up. This approach provides an expansive visualization of time, behavior, and tools that make up the meeting experience. It allows the meeting designer to visualize the product they’re working on and experiment with changing How to run a successful remote meeting the variables and touchpoints to think through how it might alter the event. Using a Facilitation Blueprint to design your remote meetings makes the intangible more tangible, easier to study, prototype, and test, and thus a better-designed meeting for participants and facilitators alike. Since not every meeting needs to be designed, the Facilitation Blueprint doesn’t always need to be used as a tool, but can help map out the plan for when design is needed.

Keeping employees engaged during remote meetings can be a challenge. Because there’s an extra layer between you and employees, it can be difficult to encourage participation and collaboration, especially during longer meetings. If your virtual meeting tool has a chat function, tell people to use it. The chat window is a valuable place for noting important ideas and asking questions without interrupting the presenter. It’s not always obvious how folks should provide feedback or answers during a virtual meeting. To keep the conversation flowing, determine a structure for how you expect participants to engage during meetings, and be upfront about these expectations at the start of the meeting.

  • This can detract from one of the highlights of remote work – flexibility (here’s more about whyflexibility is the key to remote work).
  • While you can’t control others’ meetings, you can make excellent meeting choices and demonstrate stewardship.
  • Because it works, especially for smaller meetings with just a few people.
  • The Ascent goes through tips to help you run productive remote meetings.
  • Some of them were mostly working in our software, some were more for participants to share and learn from each other, and some were more traditional presentations.
  • Keep in mind that these team meetings might be the only chance colleagues get to talk to one another ‘face-to-face’, so you’ll need to dedicate some time to allow for free-flowing catch-ups and conversations.
  • To mitigate this, designate tasks ahead of time via a reminder or email the day before the call, clearly outlining what everyone’s responsibility is at the meeting.

If you’re planning a more formal online meeting, create access links using your chosen conference platform, and send calendar invitations to your team. Ensure that all attendees can access the platform before the call. ‍The platform you choose to run your remote meetings should be chosen with a variety of factors in mind. These factors should be unique to your team and organization.

Business Class Online Meeting

You can use color-coding to identify the ideas added by different attendees. Work out roles and responsibilities, resources, due dates, etc. then and there with this action plan template. Dealing with technical difficulties and adjusting to new tools and procedures. Setting manageable time limits helps avoid the dreaded zoom fatigue we’ve all come to know.

The format is ideal for web conferences, webcasts, and webinars. Human resource teams can use these to hold training sessions online. Companies can also organize conferences with multiple partners or clients from different locations or even continents. Any lag or disruption with the internet connection can dampen the atmosphere and make the participants feel left out. There’s a limit to the number of participants for an on-site event, regardless of the size of the venue. But you can increase your reach and make it as diverse as you’d like if it’s virtual.

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. Every breakout session had a handler there with the slide deck downloaded just in case the speaker was having any technical problems.

And what meeting management tools do you have available to you? With crying children, barking dogs, and the overbearing sound of a vacuum cleaner getting to work in the background, it’s understandable that organizations were worried when we were forced into remote meetings. If the team isn’t used to speaking up, try changing your approach. For example, encourage people to use the chat function to ask questions or rotate who leads the meeting.

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An example that highlights the challenges across these three areas is the provision of captioned video. Suppose that a prerecorded video is to be played to meeting participants as part of a live presentation. In the case of the remote meeting platform, if captioned video playback is not implemented in the software then the tool fails the WCAG requirement. If the tool can support the playback of captioned video but the video itself does not have captions, the same accessibility issue occurs but for a different reason.

Allocate timeframes for each section, and leave room for a Q&A or discussion at the end of the session. Tools like Slack – an instant messaging platform where you can build individual teams and workspaces – are also great for ongoing, informal communication after the remote meeting has ended. Employee texting systems for mass texting employees can also come in handy. For recruiters, platforms that offer collaborative hiring features are also invaluable ways to keep track of meeting outcomes and move tasks forward. How you manage your meeting is equally as important as what platform you use to host it. Keeping the meeting organized, recording ideas and tasks, storing information centrally, and ensuring remote access to the material are all critical to productive online meetings.

With people increasingly choosing remote or hybrid working, you need efficient conferencing software that promotes communication and encourages collaborative working. RingCentral lets you hold video conferences with larger groups of participants, making it perfect for virtual events or webinars. The first thing you need is a reliable and secure platform where you can hold your meetings. And ideally, you want an all-in-one solution that’s accessible by multiple types of devices and easy to use. Choosing an efficient and unified platform, such as RingCentral, provides you with all the features you’ll need. Long gone are the days when we all had the same basic type of phone.

Remote Meeting Best Practices Your Team Needs To Succeed

Hopefully, some of these tips will be helpful as you potentially shift in-person events online. I’d love to hear your lessons learned or best practices if you’ve successfully moved to virtual for some major events in your company. If you want to be able to have meetings from your phone, check that you and your team will be able to access your conferencing software from both mobile devices and computers, so you’ll have a bit more freedom.

Remote teams A simple platform that tells you how remote teams really feel, and fosters action-oriented 1-on-1 conversations. Team leadership Support managers with the tools and resources they need to lead hybrid & remote teams. Remote-first meetings are managed and run with the mindset that everyone included in the meeting is remote.

Some managers feel the need to schedule additional check-ins to make sure their remote team members stay productive and have the resources they need. While some team members might need the additional support, others could feel overburdened and micromanaged by this tactic. So resist that urge—talk to your team first about a cadence that works for them. Learn how to keep off-site employees both engaged and productive and discover some of the proven techniques to better ensure that all involved parties understand your organization’s unique workflow. There is a loss of the way some things were and a loss of how we envisioned things would be, uncertainty for our moment and our future. There is sadness for our lives, our children’s lives, our BIPOC loved ones and neighbors, our careers, our communities, and the world.

While it’s easy to see what’s gained when colleagues aren’t just dropping by your desk, it’s also easy to forget what is lost. It’s important to get into the habit of scheduling time for pure human connection, best done through live meetings. We are all familiar with the disadvantages of virtual communication. This is probably the most common term you’ll hear today when people talk about a conference call. Generally, video conferences are just online meetings that use video.

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