There are times when remote meetings can be counterproductive, unproductive, or just a waste of time, if not handled properly. There are several reasons why this happens, some of which could be faulty software, lack of knowledge, slow Internet connection, or uninterested attendees. There has to be some way to deal with this issue by removing the miscommunication, awkward pauses, and the overt discussions that take place in remote meeting.
There are obvious perks as it relates to having a remote team. However, there are disadvantages that lurk in the background. These challenges, frustrations and disadvantages show up in these team meetings, more often than not. There are several things that can be done to have a successful remote meeting. Let’s take a closer look.
Tools and Resources
First, you should use the most effective software program because the success of the meeting will be as good as the tools and resources used. Whether you are planning a project or team meeting, an efficient project manager is aware that high quality software carries much value to the outcome. This means you have to choose the ideal software for your teleconferencing system. You should decide on whether to use an interface that can be accessed through the Internet or phone system or you could incorporate both.
You could use a web call-in platform, but make sure that everyone on the team is comfortable with this technicality. If not, then you should opt for the phone system. No matter what your choice, you should stick to it. It would be ideal to use a system that incorporates video and screen sharing such as Skype or Google Hangouts. However, be aware that none of these systems are really free of errors. At some point, you may have setbacks.
Be sure to create a practical agenda prior to the team meeting. Send an email to all the participants beforehand. When you follow an agenda, it allows the meeting to flow with fewer disruptions. Successful meetings rely on agendas, especially from a remote location. It acts as a clear guide for team members to follow. If the quality of the call is in question or someone drops out of the call, then the agenda will provide some input and the person can jump back into the meeting and catch up.
Before speaking, each team member should identify themselves first. These rules should be clearly set before the meeting. It provides the structure that team meetings need to be successful. There is some software that comes with identifying features where the team member does not have to do the introduction, but the name may be displayed on the screen.
For every team meeting, the leader or moderator should be clearly defined. This prevents chaos and confusion. Everyone should be given a chance to speak and contribute to the meeting. If you want to make your remote meetings productive, it may be time to consider using automated systems such as online scheduling and any other software features available.