5 Tips for Running an Effective and Engaging Remote Meeting

A normal, in-person meeting can be challenging; it needs to be engaging, interactive, and keep on topic. However, remote meetings, often conducted via video conferencing platforms like Zoom, are bringing up a host of new challenges.

They can be disjointed as participants dip in and out of the conversation due to poor connectivity at their homes. They can inhibit a natural flow of conversation when people talk over one another or accidentally leave the mute button on. And attendees may pay less attention than they would in a face-to-face meeting, often multitasking instead of concentrating on the conversation.

As a result of COVID-19, many organizations around the world have temporarily switched to a remote working model, which means video conferencing is an unavoidable reality for the foreseeable future.

But it isn’t all bad news. Video conferencing technology has improved significantly in recent years, making it much easier for business leaders to facilitate a productive remote meeting. Here are some key things to bear in mind.

1. Opt for Video Conferencing Whenever Possible

According to one report, 80% of executives favor video conferencing over audio conferencing.

Attendees are more likely to be engaged and collaborative when they can see (and respond to) their colleagues’ facial expressions and body language. In addition, people are much less likely to multitask when they know they can be seen.

Organizations that are yet to select a preferred program for video conferencing have plenty to choose between. Popular options include:

• Zoom
• Skype
• GoToMeeting
• ezTalks
• Google Hangouts
• Google Meet
• Cisco WebEx

Meeting facilitators should, of course, take the time to test all required technology before each meeting begins.

2. Try to Engage and Include All Attendees

For the majority of meetings, only 2-4 attendees are actively involved. Not only does this slow down the meeting’s progress, it all but guarantees that inactive listeners will lose interest. To prevent this during a remote meeting, ask all participants for contributions, feedback, opinions, and ideas. Limiting time spent on presentations as much as possible and sharing background information ahead of the meeting will also improve efficiency and sharpen the focus of attendees.

It might be challenging to hold an open discussion in a remote meeting, but it’s the facilitator’s job to steer the conversation, give all attendees a chance to speak, and prevent everyone speaking at once. The 2019 State of Remote Work report revealed that interruptions and being talked over are the biggest challenges for remote meetings. Fortunately, advanced video conferencing tools have capabilities such as indicating when someone is talking, this accommodating a more natural conversation. Some programs have a “mute all participants” option to help the facilitator ensure people are not talked over.

3. Keep to an Agenda (But Make Time for Socializing)

Creating a detailed agenda (and sending it out well in advance) keeps the discussion focussed and timely. It also increases the chances of attendees coming well prepared, improving the overall productivity of the meeting. Facilitators should set clear objectives, timings, discussion points, and ensure no section of the meeting overruns.

Having said that, it’s important to remember today’s highly unusual circumstances. COVID-19 has made thousands of employees housebound, which means they’ll be missing out on the regular social interactions they’ve become accustomed to in the workplace.

The 2020 State of Remote Work Report from Buffer and AngelList found that 20% of remote workers struggle with loneliness. At present, it’s probably safe to assume this number is much higher. Setting aside some time at the beginning or end of the meeting for colleagues to check-in with each other (or simply chat as they would at the office) could be a much-needed morale booster.

Remote meeting programs can also be used for purely social get-togethers such as virtual happy hours.

4. Gather Feedback Throughout the Meeting

Collecting feedback throughout meetings helps with decision-making and improves overall efficiency.

One of the benefits of remote meetings is that organizations can leverage various tools that make engagement and the provision of feedback easier and more interactive. For example, Poll Everywhere, Stormz, Mentimeter, and Slido are all great polling apps that allow attendees to provide feedback and answer questions in real-time.

5. Maintain Professionalism

It’s tempting to let standards slip when the entire organization is working remotely but it’s important to maintain a level of professionalism. Leaders and meeting facilitators should lead by example by joining remote conferences on time, wearing smart-casual clothing, and finding a quiet, well-lit space to sit for the duration of the meeting.

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