There are numerous options like Zoom, WebEx, and BlueJeans that can be used to organize remote workshops. Whatever software tool you intend to use during the workshop, you should inform the participants beforehand. While many people in the workforce still prefer in-person sessions, the idea of remote workshops is gradually gaining popularity. The rise in remote work can be noticed, particularly in mobile app developing circles, where the teams come from diverse demographic backgrounds. A collaborative problem solving session replaces the standard “report-outs” that can weigh meetings down. Always keep in mind that virtual meetings often start late and have a hard stop time – especially with Zoom, so do be prepared. Meetings also generally always start with some basic pleasantries, so make sure you set aside a few minutes for that as well during your timing outline.

  • Follow general meeting best practices, such as having a clear objective and circulating an agenda.
  • Test the technology ahead of time and make sure faces can be seen.
  • Not being able to work together in the same room with colleagues may become a major challenge due to the coronavirus outbreak.
  • And remember to do a practice run while you’re still together.
  • To make virtual meetings work, you might need to adjust how your team conducts them.

Use tools to inform team members about how things are progressing during remote workshops. Popular choices include Trello, Slack, Basecamp, and Asana. Try various tools, and choose the one that fits your team. If the remote workshop includes activities or exercises, they should be mentioned before you begin the workshop. Use tools like digital whiteboards to display the exercises or explain any activity included in the workshop. Google Forms, Typeform, and SurveyMonkey are good options to gather the participants’ feedback on the exercises. Remote workshops require more discipline from participants to stay active.

Great Online Meeting Tools Stack

You need to figure out how to moderate the discussion, make sure everyone has a voice and feels heard and ensure all your employees are properly equipped to participate. How to run a successful remote meeting But virtual meetings don’t have to be stressful — in fact, taking your meetings virtually can even help take work off your plate if you leverage the tools effectively.

In most cases, you should behave the same as you would in-person during a virtual team meeting. Greet your team members, ask them about their day, and act naturally. However, video meetings can result in more technical issues and can cause more stress to participants compared to audio-only meetings. However, if you’re meeting with three or more people, you’ll want to use a dedicated video conferencing tool.

Tip 2: Team Meetings

They may not have a powerful enough Internet connection or computer to attend meetings with dozens of participants sending gigabytes of HD video data. It might also be a good idea to have one for security reasons. “Zoombombing” — uninvited users intruding on meetings — has grown in practice as video conferencing software becomes widely used. And choose a platform that allows you to quickly kick out disruptive strangers. Depending on how casual your meeting is, and the size of your team, consider having moderators to keep people on task, kick disruptive members, or hand out speaking permissions. They could also track time for you and take notes, so you can just focus on presenting.

The agenda should assign roles like facilitator, timekeeper, and note-taker, as well as outline the topics that will be discussed, and the time needed to discuss them. Make sure to share the agenda with participants at least a day ahead of the meeting so that they can prepare. Or learn from a mistake I made once – and don’t host a remote meeting on other people’s WiFi when they are due to migrate that day. Coffee shops are great for remote working, but thoroughly vet your meeting environment.

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Gathering and processing high-quality input during a virtual meeting can be challenging, especially since visual cues are harder to read. Use a phone-based survey tool like Poll Everywhere to collect on-demand feedback from attendees on specific topics in real time. Keep the polling open, separate from the videoconference to avoid disrupting the conversation.

It isn’t easy to sit in front of a computer for hours without losing your focus. There is a higher possibility for the brain to wander off (given the many distractions like calls, kids, objects, etc.) compared to in-person meetings. Once you complete all the preparations, How to run a successful remote meeting it is time to take your role as an organizer. Bringing members together into a remote workshop is simply not enough to ensure success. Similar to an in-person meeting, a lot will depend on your skills and the process used to organize the remote workshop.

How To Run A Successful Meeting

To ensure that you adhere to your schedule, make sure that you’re taking advantage of all the tools that you have available to you. Not every conversation will require a video or audio conference. Instant messaging and agenda apps allow for updates before or after a meeting. Those messages can quickly turn into a to-do list, an agenda for your next session, or a project brief.

Google Meet — A professional version of Google Hangouts, Meet comes bundled with G Suite. Joining the browser-based conference is easy, and currently for the duration of the pandemic, any plan can run meetings with up to 250 participants with automatic How to run a successful remote meeting video recording. It’s always a good idea to test your camera, headphones, and microphone before your first virtual meeting. If you’re leading a remote meeting from a corporate office, make sure the projector or any other tool you’re using works.

Establish Expectations Before Your 1:1 Meeting

If you are the one who organizes the meeting, prepare a list of issues to be discussed. Send the file over to the participants in advance, so that they can prepare for the meeting. You will save precious time at the beginning of the meeting, where you have to introduce the agenda in detail. Meetings are very famous for interrupting your productive time. Try a few different programs and pick one that’s easy to use and has the features you require. Test it out to make sure there are no technical issues before the big meeting. Communicate with your team by providing them with the agenda and laying out your expectations.

And focus on keeping everyone engaged so you can get their valuable input. On that note, keep in mind the volume of meetings per week. Many people won’t be able to clear their schedules or find the time to attend more than one or two conferences weekly. Those who are now working from home also likely weren’t expecting to have to do so.

During The Remote Meeting

To forestall this, we recommend periodically calling on individuals to speak, even by virtually “going around the table” before a decision is finalized. Some software packages even allow attendees to “raise a hand” if they want to. This can help the facilitator drive closure without the risk of excluding an introverted participant’s views. The only thing worse than a long presentation in person is a long presentation during a virtual meeting. To make people feel like they’re all at the “same” meeting, use video conferencing rather than traditional conference dial-ins. Technology — such as Zoom, Skype, and GoToMeeting — helps to personalize the conversation and to keep participants engaged. Running a virtual meeting requires a different approach than in-person meetings.

Participants will need clear instructions on how to use the system and practices, but groups get the hang of it very quickly and it’s well worth the effort. Getting everyone to participate without talking over each other is one of the more challenging aspects of running a virtual meeting.

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