Requirements Of Arranging Successful Remote Meetings

There was a time when everything was quite normal. But Covid-19 pandemic has brought a transition in our lives. Everyone is now a victim of it and the modern era is facing the challenge of working remotely instead of working in an office-based environment. Remote working has become the trend nowadays and is rising day by day because many employees belong to different areas of the world that cannot come together in an on-site workspace. 

Remote meetings bring the team on the same page and make effective collaboration between them. Every team member can participate and join the meeting sessions, share their ideas and daily status updates, etc. But, how to conduct remote meetings effectively? Let’s solve this dilemma and understand the necessities of conducting successful meetings. 

What Is a Remote Meeting?

A remote meeting is also referred to as a virtual meeting that combines together people of different areas to a single platform where they can communicate and discuss important official matters via video or audio calling. 

Grok gives you a more personalized experience to mentoring that can help your company run more smoothly. You can check out their library of useful, operational, and computerized meeting playbooks.

What Do You Require To Conduct Remote Meeting?

1. Select The Appropriate Meeting Tool

It is quite impossible to conduct a remote meeting without the right online meeting tool. Therefore, you should choose the right meeting software  But, what do you require to select the right meeting tool? This is the most important challenge that needs to be addressed for conducting successful meetings. 

The software you choose for remote meetings must have:

  • Audio/video calling feature 
  • Screen-sharing option
  • presentation features. 
  • Online whiteboard (optional). 

2. Check The Size Of your Team

Once you successfully select the appropriate software for conducting remote meetings, you should focus on the size of your remote team. The bigger the size of your team, the slower will be the software. Some tools are designed for small group meetings that don’t support too many people on the screen simultaneously. 

3. Tool Should Be User-friendly

The tool you use for the remote meetings should be user-friendly. Some tools are available that easily integrate with the project management apps to enhance real-time communication and effective collaboration. 

Your software should be capable of easily downloading and installing. If your tool is intuitive, you would feel more energetic and enthusiastic to conduct meetings properly without wasting time configuring the software.  

4. Schedule Meetings

The biggest advantage of scheduling remote meetings is that it connects teammates from all around the world on a single platform no matter what time zones they have. You should discuss with your teammates their suitable working hours. Set the time for meetings that suits everyone according to their time zones. You can also utilize Google Calendar to see everyone’s schedule. 

It is always preferable to set meetings of short duration. Your remote meeting should not exceed an hour. Don’t arrange meetings too frequently. At least, you should follow the rule of No Friday meetings as meetings disturb the working cycle and cause a distraction to teammates and they’ve to persuade them for work.

5. List Meeting Agenda

Before initiating the meeting, everyone should know the meeting agenda. Allot specific time for each topic and assign your teammates a topic on which he/she has to discuss. Divide the time for discussion and queries.

6. Allocate A Meeting Coach

The meeting coach ensures that the meeting runs smoothly without any interruption of being stopped or spoken over.  They’ll double-check the AV configuration, and ensure everyone is included in the meeting. Grok is more than simply a meeting coach and a digital office. It’s also a conversation forum and collaborative tool devoted to helping businesses find workable solutions that work for them.