Here's how you can optimize remote team meetings with best practices.

In today's distributed work environment, remote team meetings are a staple. However, without the right strategies, they can become inefficient and frustrating. You, as a team facilitator, have the power to transform these virtual gatherings into productive and engaging sessions. By embracing best practices for remote meetings, you can ensure that every participant feels heard, stays focused, and contributes to achieving the team's goals. Let's dive into how you can optimize these meetings to foster collaboration and drive results, even when your team is spread across different time zones and locations.

1 Clear Agenda

A clear agenda is the compass of a remote meeting, guiding participants through the discussion points and expected outcomes. Before the meeting, share a detailed agenda with time allocations for each topic, and designate presenters or discussion leads. This approach not only sets expectations but also allows team members to prepare adequately. During the meeting, stick to the agenda to maintain focus and ensure that all critical issues are addressed. Wrapping up each point with a short summary reinforces understanding and keeps the meeting on track.

Add your perspective

Álvaro Marín Malumbres

Advisor, Consultant, and Trainer specializing in High-Performance Teams
Report contribution
En mi experiencia es clave que 24-48h antes de la reunión, la agenda tenga 1 ÚNICO OBJETIVO de no más de una línea donde quede claro el PARA QUÉ y lo que queremos conseguir con la reunión. Esto dará claridad, enfoque y hará que, una vez cumplido el objetivo, podamos terminar la reunión antes de tiempo incluso.

Translated

Like

2 Tech Savvy

Familiarity with technology is non-negotiable for remote team meetings. Ensure everyone knows how to use the chosen communication platform and any collaborative tools required for the meeting. Conduct a test run with any new software to avoid technical glitches that can derail your session. Encourage team members to troubleshoot common issues beforehand, such as checking their microphone and camera setup. This technical preparedness will minimize disruptions and maintain the flow of the meeting.

Add your perspective

3 Engage Everyone

Active participation is crucial in remote meetings to keep energy levels high and gather diverse input. Encourage everyone to contribute by asking open-ended questions and allowing time for discussion. Use features like virtual hand-raising or chat functions to manage turn-taking, ensuring that quieter team members also have a chance to speak. Recognizing and addressing any participation imbalances during the meeting can foster a more inclusive environment where all voices are heard.

Add your perspective

Álvaro Marín Malumbres

Advisor, Consultant, and Trainer specializing in High-Performance Teams
Report contribution
Estoy totalmente de acuerdo, en las formaciones que realizo sobre equipos de alto impacto, siempre profundizo sobre el proceso y la metodología para involucrar a todos: 1) primero tiene que existir un facilitador/coordinador que se encargue de a) hacer que las golden rules de la reunión se cumplan; b) dar voz, moderar y facilitar TODAS las voces de la reunión: 2)tenemos que conocer bien al equipo para involucrar en función del estilo de personalidad de cada uno (DISC), ¿por qué? Porque los más extrovertidos y emocionales tienden a hablar los primeros, tapando, en muchas ocasiones, a otros perfiles más introvertidos y racionales...

Translated

Like

4 Time Management

Effective time management is essential to keep remote meetings concise and productive. Start and end the meeting on time to respect everyone's schedule. Use a timer to keep track of each agenda item, and be prepared to steer the conversation back if it veers off course. If a topic requires further discussion, schedule a follow-up meeting or take it offline. This discipline shows that you value your team's time and helps maintain engagement throughout the meeting.

Add your perspective

Álvaro Marín Malumbres

Advisor, Consultant, and Trainer specializing in High-Performance Teams
Report contribution
En mi experiencia, esto es VITAL. Las reuniones no empiezan más de 3 minutos más tarde de la hora prevista y SIEMPRE acaban en hora o antes. Suelo aplicar la "ley de parkinson" según la cuál asignamos el tiempo y lo gastamos a la tarea que tenemos delante. Recomiendo que el facilitador corte cuando sea necesario. A las reuniones no se va a COMENTAR, sino a DECIDIR según el objetivo. Reuniones diarias de más de 20 minutos suelen ser improductivas.

Translated

Like

5 Follow-Up Actions

To ensure that decisions made during the meeting lead to action, end with clear next steps. Assign responsibilities and deadlines for each task, and summarize these in a follow-up email. This accountability framework encourages follow-through and provides a reference point for progress checks. Regular updates on action items can also be integrated into future meetings to maintain momentum and drive continuous improvement.

Add your perspective

Sarah Le Compte

Project Manager | Senior Pricing & Network Strategy Analyst
Report contribution
In addition, make sure in the agenda there is time at the end of the meeting to go over those action items that were identified during the meeting. I like to let others know, "Just to make sure I got everything down correctly, I have noted that so-and-so has this action item due back by end of business tomorrow, is that correct?" This allows for accountability on the action holder to speak up about any challenges they may foresee in not making the expected deadline or they might need additional information from someone else on the team that is or is not on the call. This can lead to additional action items being identified that weren't previously identified during the meeting.

Like
Álvaro Marín Malumbres

Advisor, Consultant, and Trainer specializing in High-Performance Teams
Report contribution
Si y, en mi experiencia, es importante comenzar la SIGUIENTE reunión, dando seguimiento a los compromisos y los acuerdos de la reunión anterior.

Translated

Like

6 Remote Etiquette

Lastly, remote meeting etiquette is key for a respectful and professional virtual environment. Encourage team members to mute their microphones when not speaking to reduce background noise. Remind participants to be mindful of their body language and maintain eye contact by looking at the camera. Establishing these simple rules contributes to a more orderly and effective meeting experience for everyone involved.

Add your perspective

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

Add your perspective

Here's how you can optimize remote team meetings with best practices.

1

2

3

4

5

6

7

1 Clear Agenda

2 Tech Savvy

3 Engage Everyone

4 Time Management

5 Follow-Up Actions

6 Remote Etiquette

7 Here’s what else to consider

Team Facilitation

Rate this article

Thanks for your feedback

More articles on Team Facilitation

More relevant reading

Here's how you can optimize remote team meetings with best practices.

1

2

3

4

5

6

7

1 Clear Agenda

2 Tech Savvy

3 Engage Everyone

4 Time Management

5 Follow-Up Actions

6 Remote Etiquette

7 Here’s what else to consider

Team Facilitation

Rate this article

Thanks for your feedback

Explore Other Skills