With remote work skyrocketing in response to the Coronavirus (COVID-19) pandemic its timely to look at how leaders and attendees can help make remote meetings run effectively.
The following content is based on information availableat the time of publishing.
These days, remote meetings are an essential part of business operations due to a strong shift in remote working, how virtual meetings are perceived, the gig economy, globalisation and advances in technology.
The current Coronavirus (COVID-19) has required that employers activate remote working and social distancing which immediately changes and challenges the way in which organisations conduct business.It is important that businesses are empowered to continue to operate in a manner that supports business requirements and does not put key business decisions or outcomes in jeopardy.
We may roll our eyes at the thought of some meetings, however irrespective of a personal appetite to attend, the truth is that every minute spent in an ineffective meeting comes at a large cost. in terms of lost productivity and time.
Many leaders feel more comfortable in face to face meetings and it is natural to have a fear that remote meetings may be less productive or successful, but that need not be the case.
In fact, there is a large proportion of the workforce such as millennials who welcome this as a preferred approach. Here are our top tips to help remote meetings run smoothly.
Effective face to face meetings require preparation and remote meetings are no different.Arguably more preparation is needed for remote meetings as there is a reliance upon technology. In advance maker sure to establish the:
If time is going to be taken to gather the virtual team, then make this as effective and efficient as possible.
Not many workers wish to be on the other end of the phone for an hour listening to their manager speak so it is important to consider collaborative software that enables everyone to see the same information at the same time.
When employees can share screens and instantly comment and connect, outcomes and engagement increases.
Software such as Skype for business, Zoom, Web Ex and Adobe Connect are examples of collaborative software. In addition, there are other tools that enable participants to collaborate and connect in meetings such as Miro or Hangout which enable a virtual whiteboard solution.
Five minutes before a meeting involving ten remote employees is not the time to test the connectivity!
Technology can be a double-edged sword, supporting our meetings on most occasions but also crippling them on others.
Do everything possible to check your own connectivity and that of your team members prior to the meeting.In some circumstances, it may be worthwhile asking a team member from IT to be available should there be any last minute issues.
Remote meetings don’t need to be boring ones.Leaders are encouraged to think about how the meeting can be virtually conducted using different approaches.
For example, instead of the leader using the hour to talk through the agenda, perhaps there is an opportunity to use a tool such as Miro and use an online whiteboard.
There may be a document that can be shared via the leader’s screen or a video could be viewed.
Leaders may want to ask a different team member to lead the meeting and establish time for questions or concerns.Meetings of any type need to be engaging to be effective.
Gathering the team together for even a short meeting takes time and effort, so it is important to maximise the opportunity.
Leaders are encouraged to share an agenda and desired outcomes prior to the meeting so that every participant understands where the meeting will start and end.
It is recommended that the leader opens with sharing preferences on how the group will interact, when and how questions can be asked and frame expectations around providing a space for every participant to contribute.
For many, remote meetings are a new experience, so it is important that the leader has a ‘start small’ approach with the number of participants and the meeting length.
It is not a good idea to ask the whole department to participate in the first meeting as the risk for something to go wrong is high. The more people in the virtual meeting room, the less chance that the introverts are going to get their voice heard.
Carefully consider the participants and take some time to reflect on the communication styles to ensure that everyone has a voice.
Irrespective of the reason that the meeting was organised, it is important to establish the ground rules up front so that everyone is on the same page.Face to face meetings often have someone that likes the sound of their own voice, and remote meetings are no different.
Including everyone can be challenging, but it needs to be achieved.Beginning with, “I would like to hear from everyone with their views on XYZ in today’s meeting” sets the expectation that each employee is to participate.
Meetings that become uncontrollable are in jeopardy of losing their audience and worse, create a negative experience for future gatherings. It is the role of the leader to address grandstanding.
Engaged, positive and active meeting participants can become frustrated when others are just coasting silently in the background. Worse still, they may forget that they are even there.
If employees are invited to a meeting (remote or otherwise) it is because their active participation is required.
As mentioned in the previous tip, it is important to create a platform where all participants know that there is an expectation to actively participate as opposed to passive listening.
It can be helpful to ask questions to quieter to participants, such as “Sam, I value your experience in the recent project, can you share with us your insights?”. This invites the employee to participate by showing that you value and seek their input.
A remote meeting doesn’t give the leader the same opportunity to check for effectiveness on the walk back to the desk, so it is important that there is still a chance to seek feedback and share outcomes.
Instead of sending a long summary email, consider checking in with employees through picking up the phone, instant messaging or Skyping to get a gauge on what went well and what could be improved.
Most employees will value their leader taking the time to check in to see if it met their needs.
Whilst meetings will no doubt remain unpopular for some workers, there is no question that as Australians are sent to work from home by the thousands that organisations need to get creative about how and when they will conduct meetings.
It is not realistic to cancel meetings, and nor should they be! In times of great business uncertainty, perhaps the oldest business ritual in the book will be the thing that keeps us together.
For further assistance relating to WFR or any other workplacematter please contact us or call the Workplace Advice Line on 1300 55 66 77.
A 'How to make the most of remote meetings' summary is also available for download.
Coronavius (COVID-19) advice and resources can also be found at Ai Group's dedicated webpage.
Georgina is Senior HR Content Editor – Publications at Ai Group. She is an accomplished Human Resource professional with over 25 years of generalist and leadership experience in a broad range of industries including financial services, tourism, travel, government and agriculture. She has successfully advised and partnered with senior leaders to implement people and performance initiatives that align to business strategy. Georgina is committed to utilising her experience to create resources that educate and engage and is passionate about supporting members to optimise an inclusive workforce culture that drives performance.
