Even though remote meetings have been a part of corporate culture for a long time, it’s in 2020-21 that this form of communication has become the norm, or we can say “new normal.”
It may look like it’s a simple keyboard-click process to organize a remote meeting; however, there is more to it than meets the eye.
Here is a comprehensive guide that chalks out some amazing tips on how to host a remote meeting.
Choose a compatible platform
The foremost thing before hosting a virtual meeting is to pick an online platform that fulfills all your requirements.
Some work organizations hold meetings for the onboarding process; they prefer to record such gatherings, some prefer multiple hosts, some require features like screen sharing, private comments, calendar integration, and many more. Premium subscriptions are needed beyond a certain number of participants.
Specify your needs and Google it around. With an international workforce, you also need to consider digital censorship imposed on certain platforms by a country’s governments.
Employ collaborative tools
Digital technology has gifted us with some awesome aids that help enhance interaction, efficiency, and productivity in remote conferences in work-from-home environments.
They automate summary take-up from the meeting, increase audio and video quality, conduct surveys or polls for quick decisions, meeting management, and seminars to upgrade your employees to tech-savvy individuals.
Klaxoon is an incredible solution that has the out-of-the-box integrative features of desktop files, Dropbox, and Jira software(coming soon).
It also eases remote hiring with its startling talent management and onboarding processes, along with one-to-one learning forums and fascinating editorials and tutorials for team management.
Schedule & Plan the policy
After selecting a platform and integrating important extensions, it’s time to schedule the meeting and decide on the agenda.
Make sure that a flexible time is chosen because a diverse workforce from different locations may reside in different time zones.
Prepare an itinerary of the meeting, put forward a policy so that everyone comes with a reference and is on the same page. Send the meeting links at least 2-3 days in advance.
Dress up formally to maintain the decorum of the meeting. Clean the surrounding space, and try to shift yourself to a quiet corner of the house.
Make sure your camera is at a right angle, and the mic is turned off when you’re not speaking and switched on before you commence your dialogue. Have a stable internet connection and associated documents alongside to avoid unnecessary movement. Turn off notifications and mute mobile phones for any sort of interruption.
Begin on a light note to make the participants comfortable. Small talks enhance work relationships. Highlight the agenda again to set the flow. Listen attentively and answer briefly so that everyone gets an equal opportunity to speak.
It is advisable to stick to the topic of the meeting to avoid time waste as extended meetings convey a bad impression.
Summarize the meeting and ask for feedback in the closing remarks to end it on a satisfying note. Take everyone’s consent or post a disclaimer before recording a meeting. If recorded, send the recording to all participants.