10 tips to help you lead better remote meetings‍

Make your remote meetings more productive with these 10 tips. Learn how to lead virtual meetings that are engaging, effective, and successful.

With 16% of companies fully remote, remote work is here to stay. Companies are moving to a hybrid model after employees find that they are happier and productive with the flexible work life balance. As remote work continues to evolve, mastering the art of virtual meetings will become increasingly important for businesses to thrive and succeed in the modern workplace.

Conducting virtual meetings is an essential part of business communication. You can take several steps to ensure that these meetings are productive and engaging. This article will cover 10 tips to make your virtual meetings more engaging and productive and by following these tips, you can make your remote meetings almost as successful as in-person meetings.

1. Follow a clear agenda

If you've been in meetings without agendas, you know what a massive waste of time they are . Setting an agenda is a critical first step in leading effective remote meetings. It should clearly outline why we are having this meeting in the first place, the topics that will be covered and the time allotted for each topic. Relevant background information or materials that participants need to review before the meeting should also be shared in the agenda.

You should also ensure that you share the agenda with participants well in advance of the meeting so that they have sufficient time to prepare, gather the necessary data or materials and everyone is on the same page. Having a clear agenda shows that you respect the time of participants and are committed to keeping the meeting focused and productive.

2. Use video

Video provides an opportunity for participants to see and interact with each other, which can help build relationships, improve communication, and increase engagement. It's important to ensure that the lighting and sound quality are adequate, and to establish guidelines for using video.   Encourage participants to turn on their video to create a more engaging and interactive environment.

3. Check technology beforehand

Testing your technology before the meeting can help prevent technical difficulties and ensure that the meeting runs smoothly. Communicate with participants in advance about the technology requirements for the meeting and provide instructions on how to access the video conferencing software.

4. Keep your meetings short

Long meetings are tiring especially if there are multiple meetings and if they are remote. You can make sure your meetings are managed effectively and are short by sticking to the agenda, not getting sidetracked on irrelevant topics and by managing the meeting time effectively. This includes starting and ending your meeting on time. and providing participants with the agenda and any relevant background information in advance of the meeting, so that they can come prepared with any questions or comments.

Also, it’s important to be aware of the time zone differences of participants while scheduling meetings. Make sure you rotate meeting times to accommodate participants in different time zones and also make sure you're mindful of scheduling meetings during non-business hours.

5. Encourage participation

Encouraging participation in remote meetings can be a challenge, as it can be difficult to create the same level of engagement as in-person meetings. However, with a few simple strategies, you can help ensure that all participants, feel engaged and involved in the discussion. Start the meeting with a quick icebreaker or check-in. This helps to create a more relaxed and comfortable environment and can encourage people to participate throughout the meeting.

Another thing you can do is encourage participants to actively listen to each other by asking follow-up questions and summarizing others' ideas. This can help create a more collaborative environment and can encourage everyone to participate. Also, there are many interactive tools available that can help increase participation in remote meetings. For example, you can use polling software to gather feedback from participants or use collaborative documents to brainstorm ideas together.

Ensure that everyone has a chance to speak and share their ideas. Encourage quieter participants to share their thoughts and ask for their input directly.To give smaller groups an opportunity to brainstorm and present their ideas to the whole team, breakout rooms can be used as well.

Additionally, it's crucial to acknowledge participant contributions, which fosters a supportive and cooperative environment and encourages involvement.

6. Be Prepared

Preparation is fundamental for conducting productive remote meetings. Reviewing the agenda, preparing any necessary materials, and facilitating discussions should be well-prepared.

7. Be flexible

It's important to remain adaptable and flexible when conducting remote meetings. Being willing to adjust course when necessary and receptive to feedback from participants is important. Remote meetings can be more draining than in-person meetings, so participants' time and energy levels should be taken into consideration. Scheduling shorter, more focused meetings, or breaking up longer meetings into shorter segments, can help to ensure that participants are able to stay engaged and productive.

8. Manage distractions

To minimize interruptions during a meeting, it can be helpful to establish some guidelines. For instance, requesting that participants switch off their notifications and mute their microphones when not speaking can reduce disruptions and promote concentration. Moreover, employing visual aids like slides, high-quality videos or documents can focus attendees on the material at hand and diminish the likelihood of distractions.

9. Follow up

After the meeting, it's essential to ensure that tasks are accomplished and progress is made. Following up with a concise email containing a summary of the meeting, important takeaways, action items, and other relevant details can be useful. It's also crucial to set unambiguous deadlines and expectations for follow-up activities to ensure the meeting objectives are met.

10. Build Relationships

Remote meetings can be more challenging to navigate than in-person meetings, as they often lack the same level of personal interaction and face-to-face communication. One way to build relationships during remote meetings is to make time for informal conversation and socialization. This might involve starting the meeting with a few minutes of casual conversation or dedicating time during the meeting for participants to share personal updates or stories.

Another way to build relationships is to encourage team members to collaborate on projects or tasks outside of the meeting. This can help to create a sense of shared purpose and can foster a stronger sense of community among remote team members. By prioritizing relationship-building efforts, remote teams can create a more collaborative and supportive work environment, which can ultimately lead to greater productivity and success.

Final Thoughts

Conducting effective remote meetings is crucial for businesses that operate in a remote or hybrid work environment. The 10  tips discussed above, including establishing guidelines, using visual aids, and being flexible, can help make virtual meetings more productive, engaging, and successful. 

It's also important to remember that each meeting is unique and may require additional considerations or adaptations. By implementing these tips and being mindful of the needs of participants, remote meetings can be just as effective as in-person meetings, and even offer some unique advantages. 

Author bio: Amrapali is a freelance SEO strategist and content writer who works with brands and SaaS companies to support their SEO and content strategy at SaaS-y SEO.