6 THINGS YOU MUST DO TO ACE REMOTE MEETINGS

APRIL 2020

The enormity of what all of us have been experiencing these past weeks is quite likely to continue, and no doubt will be taxing the focus of remote workers in countless ways.

Our workplace has never been so distracted, even as organizations need their people to concentrate, now more than ever. And those new to remote work are learning that telecommuting comes with a unique set of challenges, including far greater opportunities for distraction and miscommunication.

Can something be done to help stabilize some of these uncertainties?

Check out these best practice ideas to make sure everyone is on the same page.

Above all, remote meetings require diligence in order to come together to successfully communicate, plan and collaborate. Without diligence, you run the risk of going down the slippery and dangerous slope of working at counter purposes.

Here are some steps you and your teams should consider for getting the most from remote meetings and to stay aligned during these challenging times.

BUILD IN TIME FOR PERSONAL CHECK-INS
Employees dialing into remote meetings are more likely to stay strictly focused on their specific to-do lists. While this might seem like a productivity booster, it isolates workers from each other–sapping morale and reducing crucial collaboration. To promote the connections individuals need–particularly now–to feel fully human and work productively, begin remote meetings with a meaningful question. You should even create an agenda line item for this check-in that allocates a certain amount of time for each participant to respond. This will give employees a chance to clear the air, let go of some stress and anxiety, get grounded, and then switch their focus to the matters at hand. The reduction in meeting time devoted to work won’t be an issue. Research has shown shorter meetings are actually more focused and have more impact.

ALLOW HOME AND WORK TO MERGE
With working parents struggling to babysit and home school children even as they put in extra hours to help their companies navigate this crisis, it’s crucial to allow for the occasional personal interruption during remote meetings. For example, those who aren’t comfortable asking team members to repeat themselves if their attention was pulled momentarily by a child might pretend to understand their marching orders when in fact they do not. What’s more, the blending of work and home life can duplicate the experience of coming together around the watercooler. It creates a gracious space for the human connections that encourages team members to help and support each other as they look to achieve collective, big-picture goals amidst stressful circumstances.

BE EXTRA INTENTIONAL WITH AGENDAS
Following best practices surrounding agendas can go a long way to maximize remote meeting productivity. For example, agendas should always state the clear purpose of the meeting and what needs to be accomplished, as well as how and in what time frame. For example, a challenge might require a decision following a Q&A and brainstorm within 60 minutes. Also, there should be total clarity about who in each circumstance is responsible for creating and sending the agenda (along with related background information) and clear expectations about the need to set aside time to review so participants arrive fully prepared to accomplish objectives.

RECAP. RECAP. RECAP.
At the end of remote meetings, it’s imperative to determine the next steps and a roadmap to achieve them. This verbal wrap-up can serve as a framework for a formal, more comprehensive written recap based on in-depth notes, ideally captured by someone other than the meeting lead. It’s crucial that prior to the start of the meetings, everyone knows who is taking notes and who is creating and distributing the formal recap, which should include immediate and longer-term next steps, parties responsible for deliverables and sign-offs, and a clear timeline. Being crystal clear about these responsibilities and the process(es) required to move forward is vital in a remote environment. Teams should be encouraged to over-communicate as a fail-safe.

MAKE SURE YOUR TECHNOLOGY WORKS
Understanding conference call and video systems are a bit overloaded and may not be working as before, remote workers must do everything they can to make sure personal tech doesn’t interfere with meeting schedules. That includes workers having passwords at the ready, making sure they have decent quality headsets, etc. Large and/or especially important meetings, or those that involve components like a remote, collaborative PowerPoint review, benefit from having a pre-identified tech lead to handle such tasks as managing call volume and controlling who is featured in videoconferences.

KEEP OFFICE TRADITIONS ALIVE
To maintain a bit of workplace normalcy, look to maintain traditions from the physical workspace. For example, if teams previously had weekly walking meetings, look to keep that going via conference calls conducted via walks in teammates’ respective park or backyard. If a CEO always shared a nonsense holiday or birthday memo, make sure that continues. Remember, rituals offer tremendous comfort, helping people get through uncertain times when disruption of routines tend to add to anxieties. If nothing existed previously, think about something new, like remote happy hours, which are becoming increasingly popular.

Source: Fast Company

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