Meetings these days are certainly not what they once were. With the ever-changing corporate culture and the introduction of more remote meetings than ever, businesses need to move with the times and learn how best to conduct effective remote meetings. To help you along the way, we have put together our top 10 tips for effective virtual meetings below.
1. Set your etiquette for remote meetings
If you are just beginning to have virtual meetings in your business, it is best to establish a firm set of rules from the get-go to ensure that your attendees understand your expectations. Consider including items such as whether you will be permitting the use of outside devices such as mobile phones while in a meeting, using the mute button when not speaking, the locations in which your participants will be attending meetings in regards to adequate noise levels, and a policy on arrival times so meetings don’t run overtime. These are all great factors to include in your guidelines.
2. Structure your remote meetings for optimal effectiveness
Planning appropriately is one of our best tips for effective virtual meetings. Ensure that you have one person who is responsible for sending out agendas ahead of time so that your participants have time to come up to speed on the items to be discussed. It is also important for the person responsible for minute-taking to forward these to the related parties as soon as possible after the meeting is concluded to avoid losing focus on what has been discussed.
3. Make sure the right people are in the ‘room’
One of the most effective ways to lose time and money from remote meetings is for the wrong people to be included in the attendance list. Rather than having an assistant or an intern standing in for the person who should be involved, it is always best to ensure that you have the right stakeholders attending your virtual meeting. The cost of time and effort in conveying the key messages to those who were not in attendance is completely avoided if the right people are present in the first place.
4. Keep your meetings on-point
The most effective remote meetings are short and to the point. It is important to keep to the agenda items at hand and to try not to include too many subject areas into one meeting. Shorter and more frequent meetings are proven to be much more effective in achieving the desired end results as well as holding participant attention. Remote meetings should keep focused on fewer tasks that can be adequately achieved, before moving on to additional focuses.
5. Selecting the right platform makes a big difference to remote meetings
One of the biggest problems experienced with remote meetings is in the platforms which are being used. Some cause unnecessary lag times, while others may not be user friendly. Huddlepoint offers a fantastic range of benefits to users with their meeting platform which enables successful virtual meetings to be conducted with a user-friendly interface. Contact us today to see how our system can help to improve your remote meetings.
6. Size really does matter
Studies have shown that smaller meetings are often much more effective in a business environment than large meetings. With a particular focus on virtual meetings, the more people that are involved, the more confusing the meeting may become, making key messages unclear for participants. In addition, by only inviting key attendees to your meeting you will be saving time and money by reducing the number of man-hours involved.
7. Create accountability outside of your meeting time
While clear action points need to be decided upon during your meeting along with the person accountable for taking on the required tasks, most of the accountability measures can be taken outside of the meeting room. Updates and questions can be easily handled by email at later stages, as they may not be relevant to all participants. Clear deadlines should be set for all action points so that there is no confusion or delays in future meetings.
8. Control the flow of remote meetings
One of the top tips for effective virtual meetings that we see again and again is for the flow of the meeting to be well controlled. There should be a time for brainstorming and ideas, a time to discuss the options, a time to plan actions and a time to review the main points of the meeting before you close. Keeping control of this flow is important to ensure that your meeting will be as effective as possible for all involved.
9. Choose your time wisely
While action plans must be created as part of a meeting, there is often little use in conducting further meetings to assess the progress of these actions or to answer additional questions, which can instead be taken care of by email. Effective remote meetings make the most of the time allotted, to cover the agenda points required, without becoming boring for the people involved. Those arranging meetings must also be aware of the timezone of each of the meeting participants to ensure that everyone is available at the same time.
10. Know the difference between remote meetings and in-person meetings
Holding an effective meeting in-person and holding a remote meeting with the same effectiveness can involve the use of different strategies to ensure that all attendees remain sufficiently engaged. While in-person meetings may command more attention from participants, virtual meetings such as those held using the Huddlepoint platform can afford you many more features which can prove to be useful in producing the highest level of efficiency from a meeting. There are a range of inventive ways that you can work to ensure that your participants remain engaged throughout a virtual meeting including interactive technology, the use of webcams, shared files, videos and more.
We hope that you find these tips for effective virtual meetings to be useful in your business. For more information on how the Huddlepoint virtual meeting platform can be of assistance in producing highly effective meetings for your business, start your free trial today or contact our expert team for more information.