Remote meeting

Tips

Address time zone differences

Create a meeting at a time that is favourable to all participants. Allow participants enough time to prepare for the meeting, finalize their presentation if needed and confirm attendance for invited guests.

Plan your work and work your plan

Send a meeting reminder with the agenda, needed materials and information about the technology to be used at least three days before the meeting. Ask key participants to prepare items for the meeting ahead of time if need be. Tackle critical topics at the start of the meeting while the participants are fresh. Before you conclude the meeting, document decisions and next steps on Wiki page, Facebook and other platforms of the organization.

Use high-quality technology

In the middle of an important conversation, you surely don’t want the meeting to be disrupted due to a poor-quality connection or equipment failures. Some of the more popular technologies used for virtual conferences are offered through Jitsi Meet, Skype for Business, WebEx and Go To Meetings platforms that also permit all participants to share documents while they actively participate in the meeting. Choose a medium that is easy for everyone to access.

Engage everyone

During the meeting, because participants are not in a room together, it is far easier for some to slip through the radar. Some may not contribute and you may not notice. If you are leading the meeting, maintain control at all times, but try not to be too dominating. Encourage each participant to share their ideas and contribute to the group. It’s important to make participants feel important by soliciting their feedback. Otherwise, they might get bored and zone out.

Avoid distractions

While joining the meeting ensure your microphones is off and turn it on when the meeting starts. Position yourself in a secluded place for example an office or at home where there is no or minimal background noise since the meetings will be recorded for future reference and any destructive noise during the meeting will be captured as well.

Documentation and recording

Ensure to record the meeting and later be posted on YouTube channel, Facebook page and Wiki page also post highlights of the meeting; decisions made during the meeting, next step decided upon by participants on Wiki page.

Stick to the Agenda of the meeting

Avoid conversations and topics that are not related to the meeting. Above all, all participants, including the Chair, are expected to keep things professional. Discussions should be held with the goal of the meeting in mind, and individuals should keep any personal issues or ulterior motives out of it. Being courteous, respectful and congenial in all meeting interactions will not only make the meeting more pleasant, but also keep it going strong.

Test the available resources

To ensure that you are able to host a video conference, ensure the following (1) availability of a stable Internet connection; (2) a computer installed with the required video-conferencing software; (3) reliable audio speakers that have been tested for audio clarity; (4) adequate screen resolution for the capabilities of the network; and (5) a public-address system (i.e., video camera and projector connections). There should be adequate lighting to avoid glare or other aspects of poor visibility.

Plan the agenda carefully and share it in advance

To avoid wasting time during the meeting. Have a plan with specific items to cover and stick to that plan. It is better to share the agenda ahead of time to participate, so that everyone can prepare.

Meeting Etiquette for participants

• Do be courteous to other participants
• Do speak clearly
• Do keep body movements minimal
• Do move and gesture slowly and naturally
• Do maintain eye contact by looking into the camera
• Do dress appropriately