How to Conduct a Remote Meeting in 2024 (Tips & Tools)

In the post-COVID-19 era, modern business employees are demanding to work remotely. This demand is because remote work allows workers to work from anywhere worldwide. In other words, no matter their location, they can connect to the organization and work productively. 

Hence, with the looming pandemic crises in the coming years, it is best to jump onto the remote meetings bandwagon. 

What is a remote meeting 

Some of you already have an idea of the meaning of remote meetings. Nonetheless, for clarity purposes, here is its meaning:

A remote meeting is a session between individuals located in different locations and using web conferencing tools to connect. 

The other name for remote meetings is a virtual meeting. Virtual means there will be no face-to-face discussions, nor will the attendees be physically present. 

These meetings are applicable for remote sessions and hybrid work discussions. One can use web-conferencing applications and video or audio calls to communicate with each other.  

Remember, these remote meetings are also helpful with customers, business partners, or clients located worldwide. 

5 types of remote meetings

1. Weekly or Daily Standup Meetings

Duration: 15-30 minutes

Daily or weekly standup meetings are essential in ensuring everyone is on board with achieving the team's objective(s). They also act as a check-in to share the progress, setbacks, or updates on the progress of the goals.

2. Monthly or Quarterly Remote Sessions

Duration: 45-60 minutes

These types of meetings are great for checking the progress of long-term goals. 

It is, therefore, advisable to create one ahead of the scheduled time. Allocate 5-10 minutes to each stakeholder as they update the other team members on their progress towards the team's objective(s). 

Remember also to leave a minimum of 15 minutes before the discussion ends. This time allows for questions and confirmation on the initiatives and goals during the time between the next meeting. 

3. Virtual Brainstorming Session

Duration: 15-30 minutes

As the name suggests, these meetings help collect quick ideas from the attendees. That's why it is essential to intentionally make the meeting less than 30 minutes. 

Here, encourage the participants to air all their ideas within the given period while jotting them down in an accessible view area. Later, you can eliminate any ideas that seem unviable momentarily from the list. 

4. Hybrid Meetings

Duration: 30-45 minutes

Hybrid meetings are discussions attended by both remote workers and in-person participants. It aims to synchronize the overall objectives of the organization. 

It is best to send the meeting agenda ahead of time to prepare the attendees on what to expect. Doing so ensures that the members fully utilize the meeting period due to prior preparations. 

5. Hackathon/ Office Hours/ Productive Work Discussion

Duration: 1-2 hours

Hackathons provide team members with time to collaborate on a project. That's why it takes longer as teammates to offer resources or teach others how to use them.

In this type of discussion, it is best to establish the meeting agenda, keep track of work progress using spreadsheets, and encourage web-conferencing gadgets for those attending remotely. 

Utilize such meetings when offering expertise and skills to the attendees, especially if they are new team members. Also, you can set them to occur weekly or bi-weekly for workers who need help or want to brainstorm ideas. 

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How to run an effective remote meeting - for leaders 

Before the meeting 

As the saying goes: "Failing to plan is planning to fail" The same applies to adequate preparation before the meeting. Here are tips that go together with this section:

1. Settle on a remote meeting software

In the post-COVID-19 era, there is a plethora of remote meeting software to use, both for free users and paying subscribers. The software is for helping remote attendees to participate effectively and efficiently despite their remote location. They also foster collaboration as people can share their opinions, comments, questions, and suggestions with their colleagues. 

Before settling on a remote meeting software, it is advisable to do a test run with it. The test run allows users to adapt and understand the software's benefits and shortcomings. It also helps the implementor access its viability and effectiveness in relaying what the facilitator intends to share. 

2. Schedule the remote meeting 

Remember, any meeting will invariably disrupt the normal cycle of work, even if they are there to positively impact the team members' goals. They tend to cause workers to refocus every time they break the norm to attend sessions. Hence, sticking to the schedules and communicating them beforehand is best. 

For example, you could schedule the remote meetings to run less than an hour at any given time: This is unless there are scheduled discussions happening once every couple of weeks. You could also declare one day a week, like Fridays, to have no meetings. 

Moreover, you could end the meetings earlier than scheduled by cutting the fluff from the agendas, then dealing with issues briefly. Use other communication methods like emails to tackle issues that need in-depth coverage.

Remember also to consider the time zones of the remote attendees. Thus, choose a schedule that will not be too oppressive in their worldwide locations.

3. Create and share the meeting agenda

You could share the meeting agenda beforehand to make the session smoother while saving precious time. You might discover that some agendas don't require any form of meeting to handle; they need an individual polishing up or done in smaller groups.

Thus, write a meeting agenda outlining what it will cover and how long each topic/point will take. Also, determine the number of speakers in the discussions. 

Then, send the meeting agenda(s) to the meeting attendees. By sharing the agenda, you will cause the participants to prepare accordingly. Ultimately, you'll make them feel more comfortable as they participate in the remote meeting.

4. Assign a remote meeting moderator

The role of a facilitator is quite simple: making sure the smooth running of the meeting as they allow everyone to participate. 

For example, running a hybrid meeting is likely to disrupt, especially during participation time. Disruptions can be in the form of a talk-over between two or more attendees. 

Hence, the moderator will keep an eye on the discussion while guiding it to fruition. They also ensure the whole remote meeting setup is working correctly. 

During the meeting

1. Catch up

Catching-up is quite a good practice for fostering collaboration: It helps workers stay connected and viable to their teammates in different areas. 

This step also acts as an introduction time for people to acquaint themselves with each other: The result is the building of stronger connections while aiding attendees to feel comfortable as they participate in the remote meeting(s). 

Once the catching-up concludes, mention the meeting agenda briefly to the participants. Remind them of the time specified for each point.

2. Adhere to the virtual meeting etiquettes

Having an effective remote meeting will require establishing some remote meeting etiquettes like:

• Logging in before or on time for the session

• Advice the attendees not to multitask during the discussion because it can draw away their attention from the agenda at hand

By sticking to such etiquettes, you can run meetings remotely and effectively.

3. Toggle between video and screen share often

During a video conferencing call, better conversations happen when the attendees can see each other virtually. The enhanced communication is due to observable facial cues that increase the virtual connection while discussing any points. 

4. Encourage all attendees to engage

Achieve this step efficiently by selecting invitees that will play a role in the discussions. Thus, they will not feel out of place and will become attentive throughout the remote meeting.

Don't stop there. Encourage all attendees to participate in the session. Participation can be in the form of a question-answer session. Additionally, it can be in the form of the employees voicing their opinions on a matter.

After the meeting

1. Construct a meeting summary

Create a summary of the remote meeting once it is over. Doing so will allow for an easy follow-up of the suggestions' implementation. Furthermore, an outline provides referencing material for the shareholders of the meeting to gauge their response to the agenda.

Once you construct a summary, share it with all attendees through email or other sharing apps. Make sure to include information on what steps. Furthermore, indicate the responsibility attached to each derivable.

2. Send out a recording to everyone

We recommend leaders record the remote meeting because it:

• enables those who were unable to attend the meeting to review its agenda at their own time

• acts as reference material to similar issues that may arise in future

• fosters collaboration as team members confirm the outcome and the action items to conduct in achieving the overall objective of the team

3. Have a follow-up plan for the action items

Ensure that the participants adhere to the deadlines mentioned in the remote meeting. Begin these follow-ups so that you can identify the significant issues that might hamper the completion of the discussed items on time. 

Moreover, utilize short meetings between the point owners or arrange for a status check via email. In case of a bottleneck, highlight it to your higher management immediately. Then, seek support from them as the circumstances demand.  

Remote meeting software that boosts meeting productivity

By getting excellent remote meeting software, you will be on the right path in ensuring workers utilize the sessions while still conserving time and business resources. Here are some of the software that are useful in web-conferencing:

1. Zoom: Web-conferencing platform

Zoom is a cloud-based communication software. It helps conduct chat sessions and remote and virtual conferences. Team members can set up Zoom Rooms to meet privately with a selected team and work. 

• It has an events management feature that is useful in tracking attendance of the invitees, hosting events, and managing event tickets 

• Supports mobile device usage by allowing users to move from a chat session into a mobile meeting

• Allows conducting of remote meetings on the go with the meeting management solution that has a mobile app for Android and iOS mobile gadgets

• Virtual background feature that allows the user to effect a presentable meeting background when working offsite and trying to maintain formality

• It facilitates the integration of productivity tools like Slack, Airgram, Asana, and Zendesk, among others

• Free version for general users and a paid version

2. Notta: AI meeting notetaker

Notta is a meeting productivity tool that helps record, transcribe, and summarize video calls on platforms like Google Meet, Microsoft Teams, and Zoom. With this tool, you can remain fully engaged in the conversation rather than struggling with taking notes.

• Taking automated notes: Invite the Notta Bot to your meeting and it will generate a transcription automatically with speakers differentiated.

• AI-powered summary: With one click, Notta will create a comprehensive meeting summary, saving you hours of time in extracting the key points and action items.

• Seamless sharing: Share the meeting notes easily with all stakeholders to keep everyone on the same page.

3. Slack: Communication tool

Slack is a communication tool for initiating video calls and chat sessions with other teammates, fostering teamwork. 

• Ability to create a workspace where involved workers can privately work on projects

• Allows outside collaboration of users who are not part of their organizations

• Facilitates file sharing and chat messaging

• Enables one to conduct a meeting with up to 15 attendees

• A centralized storage system that can store and retrieve files that are vital to the ongoing project 

• Can integrate with other productivity tools like Google Drive, cisco, and webinars, among others

• Free version that lacks a group video conferencing feature and a paid subscription

Succeed at your remote meetings

In conclusion, remote meetings have become increasingly popular in the workspace due to the benefits they offer, such as flexibility and productivity. 

To run an effective remote meeting, leaders should focus on adequate preparation and utilize productivity tools to make it work.