6 tips on how to run a remote meeting
Angelica A.
April 2, 2020

6 tips on how to run a remote meeting

Angelica A.
April 2, 2020
Company Forensics - Learn from the mistakes of VC-funded startups | Product Hunt

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Everyone’s going remote these days. With that change come online meetings. Zoom is currently one of the most mentioned online meeting software out there. But how exactly do you practice the most efficient and appropriate online meeting etiquette? Here are six tips on how to run a remote meeting or a remote investor pitch. If you’re part of the people needing to call out on virtual gatherings, these are a must. Be the type of meeting holder people love contrary to one they wish is over with a meeting soon. 

1 .Be clear on time and date

A great meeting starts with undoubted clarity when it’s called to happen. A way to make sure people show up on time and when indicated is to be utterly clear with meeting arrangements. 

Set up an unequivocal time and date for your virtual meeting. To achieve that, consider your time zone versus the ones in which your attendees are. If you’re a minority, adapt your call out to better suit your audience. 

Another option on how to run a remote meeting is giving out the two most common timezones in which most of your users are. For businesses with offices in a few locations, it should be quite easy to adapt the callout to state the most referenced time zone for collaborators clearly. 

2. Create an event in an online tool

Use a shared calendar to send your meeting invite. The plus to this is the set of reminders that tools can issue. Share them with all of your expected attendees. 

Google Calendar, for example, does excellent work at generating an event and then keeping it on top of everyone’s mind at the appropriate times. 

3. Send out relevant material ahead of time

Please don’t hold a meeting just to read what everyone could have reviewed through an attachment or other type of file. Instead, send out the relevant material people should know before you hold your gathering. 

You can ask key questions to test if people have gone over the guides or resources you sent out. Or you can summarize what they say and re-request people go over the material thoroughly at their earliest convenience. Yet, having an online meeting to go over a file you could’ve sent out by different means isn’t usually a productive use of everyone’s time. 

And, on the above, we state this as it’s common in company culture not to trust people have had the time to go over a specific meeting’s needs. However, and we’re now moving on to business ethics, take for granted that people will and have read your pre-read adequately. It’s against team values not to, and that should matter. 

Be clear in your instructions about the material you send out ahead of time so that it’s collectively manifest that failing to go over your previously distributed content is disrespectful of everyone’s time. 

If you need a presentation, the standard way to do slides remotely is, indeed, screen sharing. The challenge with screen sharing is that people often share their full screens, with cluttered desktops and awkward tabs in their browsers.

Slidebean has a LIVE feature with which, as the content owner scrolls through the slides, anyone watching will have their slides synced as well, without the need to waste bandwidth on sharing the screen.  It's included with any of our plans.

4. To video or not to video

That’s the question. And only you can define what you make of that shared space. As the person working out how to run a remote meeting, you need to determine whether making everyone go on-screen with their video cameras on will be a need, or not. 

To help you make that decision, consider that video might help long-term isolation. Forcing people to turn on their cameras might be a way of working on team morale, bridging a distance gap, and truly getting a closer feel at everyone in the virtual room. Furthermore, going on video might be a real need if you must assess people’s reactions to what you’re sharing. 

However, another great plus of remote online work for plenty of people who choose or enjoy this lifestyle is the never-ending release of having to dress to impress. We can’t go live with co-workers in our pajamas, but it might help our productivity if we take a shower or bath when we feel most like it, and not when we need to see our boss for a 15-minute video chat. 

All these otherwise “tiny” aspects of a virtual call make a significant difference in a person’s routine. Sense out your team and even ask around if you’d like to determine what the majority’s consensus is to going live on camera for group meetings.

If, of course, you’re having a meeting to get to know an investor for the first time, or to interview for a new position, not only can you follow the other person’s lead as to whether they turned on their camera or not. But you can also expect to have to re-arrange your plans to face that live video, whether you prefer it, or not.  

5. Make it relevant

Whatever you do, please keep your meeting relevant to your audience. Being remote and presenting online might make it a more comfortable experience for the audience. We mean this in the sense that people can listen to you from the comfort of their home or office in a setting that is most appealing to them. However, this doesn’t eliminate the fact that no one likes going through meetings that seem like a waste of productivity. Stay away from wasting your time and that of others in your work environment. You can do that by focusing on your vital areas. Study your main points as you think about how to run a remote meeting. Set clear goals and objectives for it and do, by all means, share that with your colleagues. 

With the right tools working to your advantage, your next online meeting might be even more compelling than a face-to-face one. The brevity with which you can get in and out of an online tool to share specific knowledge that can change people’s lives around can be quite an impressive result of your next online gathering. 

And once you create that reputation for yourself, the next one will be easier to hold. We promise. 

6. Give out clear tasks

As the last item to our six tips on how to run a remote meeting, give people in your online room diverse tasks to keep them engaged. You can foster collaboration with different dynamics that get people chatting and giving their opinions out to people. 

Yet, more than that, set it clearly and ahead of time who will be in charge of taking minutes, for example. Spread out tasks following what you need to get done. Name someone to pick up on your next meeting’s action items, for instance. Such an assignment can also help if you’re holding a series of meeting in the foreseeable future. 

We wish you excellence in your remote meetings online in the coming times. And remember, if you need presentation material to support your data, we have a full bank of the most successful business presentation templates to assist you. 

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