What are the best strategies for scheduling meetings with remote team members?

1 Consider time zones

One of the first things you need to do when scheduling meetings with remote team members is to consider their time zones and availability. You don't want to schedule a meeting at a time that is inconvenient, disruptive, or disrespectful for some of your team members. You can use online tools, such as World Time Buddy or Every Time Zone, to compare and visualize the time differences between your locations. You can also create a shared calendar or spreadsheet that shows the working hours and preferences of each team member. Try to find a time slot that works for everyone, or rotate the meeting times if necessary.

3 Choose the right tools and platforms

A third strategy for scheduling meetings with remote team members is to choose the right tools and platforms for your meetings. You want to use tools and platforms that are reliable, secure, and easy to use, and that suit the needs and preferences of your team. You can use online tools, such as Zoom or Skype, to conduct video or audio calls, chat, and share screens. You can also use online tools, such as Miro or Jamboard, to facilitate brainstorming, collaboration, and feedback. You should test your tools and platforms before the meeting, and provide clear instructions and support for your team members.

4 Be flexible and respectful

A fourth strategy for scheduling meetings with remote team members is to be flexible and respectful of their situations and circumstances. You want to acknowledge and appreciate the diversity and differences of your team, and adapt your meeting style and expectations accordingly. You can be flexible and respectful by offering options and alternatives for your meeting times, formats, and participation. You can also be flexible and respectful by being mindful of the cultural norms, etiquette, and communication styles of your team members. You should avoid making assumptions, judgments, or stereotypes, and instead seek to understand and empathize with your team.

5 Follow up and follow through

A fifth strategy for scheduling meetings with remote team members is to follow up and follow through after each meeting. You want to ensure that your meetings have a positive impact, and that your team members feel heard, valued, and supported. You can follow up and follow through by sending a summary of the meeting, highlighting the key points, decisions, and action items. You can also follow up and follow through by asking for feedback, suggestions, and questions from your team members. You should also monitor and track the progress and outcomes of the meeting, and provide recognition and encouragement for your team.