Depending on the culture at your place of work, you might need to set some rules about video and what people should wear. Given the current state of the world, many meetings will begin with everyone touching base about what’s going on. But How to run a successful remote meeting be aware of the fatigue that can create in certain geographies. Uncover software emerging trends and practices from domain experts. InfoQ Live June Learn how cloud architectures achieve cost savings, improve reliability & deliver value.
After all, in-meeting communications don’t exist in a vacuum. In the sections below, you’ll learn how your organization can start developing good habits for hybrid meetings. Ideas, techniques, and tools for having the best hybrid meetings possible. In addition to practices we recommend, like efficiently https://globalcloudteam.com/ structuring daily stand-up meetings and being more inclusive with check-in rounds, spicing things up with a bit of fun can keep everyone engaged. You’re on your sixth video call of the week, and it’s only Tuesday afternoon. The format of this virtual meeting is the same as the last one.
Consider Video From The Remote Participant Perspective
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. 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. Use humor and informality to get people talking, but just like in-person meetings, don’t force anyone to speak or put anyone on the spot.
Remember that you can’t really read body language in a video chat, so it’s easier to mistranslate someone’s words. For this reason, it’s a good idea to set guidelines or boundaries for the discussions before the retro begins. There are many templates online such asthis guide that you can use to structure these conversations to make them as positive and productive as possible.
That sets both the speakers and the attendees up for success by ensuring that they have a timeline to follow during the meeting and that the meeting won’t go over. As more companies embrace all-remote, it’s important for us to collectively discuss challenges and solutions with one another. We’re interested in hearing about challenges faced by others implementing remote work, so we can ideally find and document solutions. I also embraced the reality that many GitLab meetings are optional. Reduce employee stress.Working remotely can be stressful because it can feel like you’re alone in troubleshooting issues. Giving employees a forum to ask for help and talk to other team members on a frequent basis can help them feel more supported.
Ask For Meeting Feedback And Iterate
Two common types of tools used for remote team communication are conferencing technology and meeting management tools. Luckily, technology has more than caught up with the growth of online meetings. So, there are now numerous tools that you can use to make the process easier. Before we dive into some of those remote meeting tools, let’s go over the requirements for setting up an online meeting. These types of meetings are blocks of time meant for productive work or offering a resource to other team members.
What this means in practice is that those who show up in person for meetings in hybrid work environments end up gaining advantages in comparison to those who remain remote. At Orange Business Services, employees were given the chance to use company collaboration tools for personal interaction during the pandemic. The best facilitator in the world can’t engage a remote participant who can’t hear them. And it’s that much easier for in-person attendees to ignore a grainy video they can barely see. If physical materials are used, ensure remote participants can see them.
In fact, video calls oftentimes add an element of intimacy not found in the office, as I’m frequently able to visit a colleague’s home, coworking space, or favorite workplace. This allows a more authentic connection than what’s typically brought into a colocated office setting. This will help ensure that they stay engaged even if you don’t speak with them every day. Remember that time you managed to complete a project without any errors or mishaps? Retros allow teams to review a completed project, discuss what went well and what went wrong, and implement improvement plans for future projects.
Without any strategy in place, remote team meetings can quickly become too impersonal, pointless, and at times drag on with no end in sight. Try a range of different remote conferencing and meeting management tools available today to find what works best for your team and your budget, all the while following our tips for remote meetings. Consider adding a ritual or ceremony to your team meetings, like a fun way to start or end a remote meeting. For example, everyone might begin the meeting by saying what they can see out their window every day. This works best for geographically distributed teams, where one person is looking at snow and another at a palm tree. Any light-hearted way to start the meeting can help set the tone of exchange and feedback that you want.
Michael Barker surveys some of the alternative APIs available on various platforms, discussing some of the implementation pitfalls. We get together every three months for three to seven days, changing the location almost every time. This requires Rob and I to travel to Miami, Florida, for a retreat for the Americas.
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It is informal and unscheduled, but sometimes employees living near each other will get together for a lunch or dinner. We also have our yearly company Sales Kickoff Meeting and Cassandra Summit where most remote employees fly to our company headquarters in Silicon Valley. As a whole company we have bi-weekly video calls every other week and we get together in-person 2x a year for all company meetings. It’s a good idea to have regular one-on-one’s scheduled with your staff. Depending on the scope of work and size of your team, the frequency may vary.
Send the summary to all the meeting attendees so everyone knows what the next steps are and who’s responsible for each deliverable. At the beginning of the meeting, give participants some time to mingle with one another. It’s challenging for remote workers to stay visible and stay connected with their colleagues who work in different locations. Allowing time for everyone to introduce themselves and catch-up will help them build stronger connections to their coworkers. Just because some people are on screens doesn’t mean you can’t start your meeting with a fun icebreaker.
Various work groups get together informally during our retreat, including a day where project managers meet to talk process and developers plan product sprints. Also, wherever we’re traveling, we look for opportunities to stop by each other’s home cities. It’s lots of fun to meet people in-person who you’ve been working with for months, and additionally you get lots of insider tips on great cities all over the world.
Just because everyone is at home doesn’t mean they’re available to go beyond the allocated time. Treat remote meetings like in-person ones, and respect a hard stop time. Conferencing technology for online meetings typically involves either a basic video calling platform or one that integrates video and voice-over IP . And what meeting management tools do you have available to you?
- We encourage employees to work together in person whenever it helps make them more efficient.
- As a result, it’s easier for everyone on the team to collaborate.
- A retrospective meeting is a meeting with an agenda set up for exactly that – the agenda is entirely focused on making time for reflection and feedback.
- You can also try the Range app to weave icebreaker questions and mood-sharing moments into your team’s daily work.
- If the group is small enough, arrange all physically present participants in a semicircle facing the camera.
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. So, in this article, we’re going to teach you how to run remote meetings effectively, and how to ensure that you achieve the desired results for your effort. Because, while remote meetings were thrust into the spotlight like never before during the COVID19 crisis, it’s obvious that they’re here to stay.
Give Each Remote Participant An In
The working world is different today than it was just two years ago. This new world calls for different best practices and tools. When the meeting isn’t taken seriously, there’s often a lack of advance preparation.
We just initiated a new exciting program to incentivize our employees to get together socially. One of the best perks of working virtually is the ability to work from anywhere, and many of our team members love to travel. There is a lot of excitement around this initiative and we hope this will encourage everyone to get together socially and form bonds that make work more fun and collaborative. In person meetings are important, but we often remark how unproductive it’d be for us to meet more than twice per year. For the most part, our roadmap is so strong that in person meetings tend to just pile more ideas on top of an already sizable queue of work. That said, most of our best ideas still come from us hanging out in person but we’re pretty happy about our ability to generate a solid action plan with limited face time.
Whether your team is fully remote, partially remote, or exploring hybrid setups, every member of the team will feel connected even when a big meeting isn’t taking place. The only remote collaboration tools you should even consider are those that help you create some element of that vision. If a tool can help you create multiple elements and is intuitive for people on both sides of the meeting, it’s a real winner. The problem with some virtual facilitation tools is they work great for one type of meeting, maybe two. Unfortunately, most businesses will hold many different types of remote meetings over the course of a year.
Tips For Effective Online Meetings: The Attendees
People take the opportunity to meet up and work together whenever this happens. It’s not required, but we’re a close-knit team that enjoys spending time together so we take the opportunity where possible. We only do one formal meeting each year, a 4-day annual retreat that tackles some operations-level work, but is mostly for play and social time.
Strengthen Team Culture Today With Range
A study conducted by IWG found that 70 percent of professionals work remotely at least one day a week, while 53 percent work remotely for at least half of the week. Remote work is here to stay and that’s mainly because of entirely-remote companies like GitLab, Buffer and Zapier who have paved the way for others. A collaborative note-taking strategy can help to capture more information and help feel remote team members feel more involved and engaged. A retrospective meeting is a meeting with an agenda set up for exactly that – the agenda is entirely focused on making time for reflection and feedback.
Attendees working from home may find conversations confusing when they have no visual indication of who is speaking. If the group is small enough, arrange all physically present participants in a semicircle facing the camera. For larger meetings, employers may need to go back to tip #2 and purchase additional cameras to capture everyone present. Depending on the size of the meeting, watching over both in-person and remote attendees to ensure all participants have an equal opportunity to participate can become impractical. To alleviate this, ask one of your in-person employees to be on guard for signs of participation among remote attendees and share thoughts that have been included in the chat. Be sure to rotate who does this, so the responsibility is evenly spread out across all in-person attendees.
Typically, standups allow each team member 2-5 minutes to discuss what they worked on yesterday or the previous week and what they will be working on today or that week. They can mention anything holding them up or anything they may need from the team and help give managers an idea of what everyone is working on. Standup meetings are especially useful for remote or hybrid teams because not everyone is in the office, casually discussing current projects. They’re also a great way to facilitate team building and see everyone face-to-face at least once a day or week. Try to keep these meetings succinct and not go into too much detail. Something that’s especially crucial for remote workers, however, is setting the tone of this meeting so nobody feels blamed for any mistakes.
Meetings should always be less than one hour (unless they’re scheduled work times or office hours) and if you’re running the meeting, you should always try to end early. Some companies with lots of meetings have even experimented with “No Meeting Fridays” where one day during the week, no one schedules any meetings. Meetings break the cycle of work and cause team members to have to refocus every time they go to and come back from a meeting. Be considerate of others’ time and try to be as deliberate as possible about scheduling. Some of our management team has met a couple times and when I am traveling, I’ve made a point to meet people who live in those areas, but we really don’t depend on face-to-face communication. We encourage employees to get together often, whether that’s a result of some personal traveling, a conference all members of a department or team are attending, or otherwise.
So use team meetings to cement relationships, get people talking and provide a space for all-way communication, especially during a time of crisis. But in addition, decide as a team that you are going to disagree, talk about the elephant in the room, make tough decisions and keep moving forward through this crisis. Once the remote meeting is over, follow up on a specific list of action items and deliverables that were discussed during the meeting.
It easily connects to any video conferencing app as a virtual camera so that you can add different video sources, picture-in-picture layers, virtual backgrounds, and much more. Remote teams function best when given the time and space to collaborate, surface issues, troubleshoot together, and learn together. Stick to these five meeting types to accomplish these goals and increase your team’s happiness and productivity. In addition to meeting software, you’ll need to think about the AV technology you’ll need. Your video conferencing hardware can make or break your meeting experience. Poor audio or video connection can derail a productive meeting.