How To Host An Inclusive Virtual Meeting, According To Hubspot’s Remote Work Manager

Other times virtual meetings spring up at a moment’s notice , and it’s difficult to prepare your team accordingly. Leading successful virtual team meetings is a skill every project manager should master, whether working remotely or in-house. But remote team members don’t necessarily have those opportunities, which is why leaders and managers have to be proactive and create them. If most team members haven’t spoken or met before, they’ll likely be reluctant to share or debate ideas in front of others.

Make sure the meeting software you choose can accommodate a large number of attendees without going haywire. Running effective remote meetings can be challenging, but it’s one of the most important skills you can develop as a leader. In order to help you with the process of transitioning your team to remote work, we compiled a list of remote meeting best practices in this post. In truth, remote teams can be cohesive, thriving powerhouses, and virtual meetings can be productive and engaging. Since remote coworkers don’t have opportunities to randomly chit-chat at the water cooler, you have to be a little more deliberate in creating these virtual team building opportunities instead. On tasting day, your team logs into a virtual video-cafe, where the friendly barista will share stories, run virtual team building games, and lead a tasting ceremony.

How do I run a team meeting remotely

Skype, GoToMeeting and Google Hangouts all offer quick solutions. You can make up a new gifting tradition for July 25, say, and call it ‘Christmas in July.’ This could also work as a quarterly tradition. However often you want to celebrate, presents are always a fun way for remote teams to feel connected and cared for. Conversation often spins into the latest Netflix series, personal lives and current events. For those who work remotely, these can feel like a really valuable time to interact with coworkers in a fun and easy way.

Remote Team Meeting Template

Rather, they continue with face-to-face meetings, requiring remote workers to call or Skype in. Dave Nevogt is a co-founder of Hubstaff, a time tracking software for remote teams. Hubstaff allows managers to see time spent on projects, screenshots, activity levels, in-depth reports and timesheets. Dave has been founding companies since 2004 with his first success coming at 23.

How do I run a team meeting remotely

To learn about our similarities and differences, every new colleague has to do a short presentation about themselves during their first workation. These presentations, called Pecha Kuchas, give us a sense of people’s culture, personality and interests. Our tailored hiring process allows us to find the best people. Applicants are able to share their “Why”, display their skills and express their personality in a natural way. To gauge a candidate’s desire to work for us, we developed a unique way of applying.

The most efficient way of managing remote teams is to hire employees who would be comfortable with working remotely in the long run. A company can opt for remote workers and hire individuals who are on-board with the idea of a virtual office rather than a physical brick and mortar room. This would also allow a company to hire professionals from distant locations and leverage the global recruitment market to hire quality talent. In the last couple of years, the world has witnessed the unimaginable. The COVID-19 pandemic has affected businesses across the globe and prevented employees from traveling to their workplaces. Organizations that were prepared for a global crisis suffered nonetheless.

Icebreaker Questions 5 Minute Activity

Google Lead high-performing teams without changing you and your team’s existing Google Suite workflows. Meeting agendas Collaboratively add items, document decisions, assign next steps, and more. You might save some money by not paying for accounting software from the start but this could cost you later on. The most successful business logos don’t just show off your brand, they also show off your message. Many conference call and meeting services will have a muting option.

Remote MeetingsTransform remote meetings into productive work sessions through collaborative agendas and time-saving templates. Team MeetingsCollaborate on meeting agendas, take notes in real-time, and end every team meeting with an action plan. Using videoconferencing is a better solution to run a meeting in this manner.

– Great to use if you are looking for fast and easy meetings using screen-share capabilities. Ind one that everyone is comfortable using and stick with it, don’t chop and change. Software that has screen sharing and video capabilities is always a plus. 2) Every Time Zone, World Clock Meeting Planner, and WorldTimeBuddy – Visualize your teammates’s different time zones. Your meeting minutes should state who is responsible for doing what, and when those deliverables are due.

  • Unless it was an absolute emergency, you would want to keep communication within reasonable hours.
  • By teaming people with varying experiences, they can learn from each other.
  • This game is a proxy for effective online communication, and is also just really fun.
  • This is because many people confuse collaboration with consensus.
  • Keep these in mind as you strive to optimize your virtual meeting practices, so you can address the challenges you’re facing together through making better use of your shared time.
  • Ensure that your meetings are inclusive, effective, and well-run to reduce frustration and build team camaraderie during challenging times.

Every day, we’d quickly share what we were working on as a team. The purpose of thedaily standup meetingwas to stay aligned, create accountability, and to get to know each other a little bit more on a personal basis. I found these meetings to be very inefficient, but they were a fun way to bond on a regular basis. It’s also a form of virtual team building, as your team gets to know each other and work together. For recurring events (i.e. -standupsorweekly team meetings), you may not need to share an agenda beforehand. Do you need to be able to see everyone’s reactions as you share new product ideas?

Before The Meeting

It can be hard to self-motivate, and workers often feel disconnected and unsupported. Discover Trello’s flexible features and integrations designed to help your team’s productivity skyrocket to new heights. Plus, when you find something that works for you, share it with others so that we can all learn together. In the meeting invitation, make it clear what topics you’ll be discussing, what’s expected of attendees in terms of preparation, and what the outcomes of the meeting will be. Determine a structure for how you expect participants to engage during the meeting.

How do I run a team meeting remotely

It’s highly likely that information will be presented that has an impact on someone’s work, and it only takes a few clicks to record it. We recommend using Dropbox or Google Drive to store the videos. Another benefit is that there’s built-inaccountabilityto ensure that people are actually engaged and paying attention.

Send out a quick survey where folks share what is going well or not so well, and provide ideas for improvement. Then learn, reflect, and try some new things based on the feedback. Now that we have been meeting remotely for some time — and may continue for the foreseeable future — the timing may be ideal for this step.

Better Time Tracking And Management

Make sure you have meetings with each of your team members often. Some people find more than once every two weeks is invasive and unnecessary, and others need multiple calls per week. Especially now, you might need to increase your individual meeting cadence to ensure everyone is okay and feels included. There are tools for everything from remote team management to tracking employee goals and happiness. Keeping your direct reports engaged, motivated, and productive is just one element of your job, but it’s essential for business growth. Use the tips below to get the most out of your one-to-one meetings.

Book a call with us to start building your global team today. Sometimes, you can replace a 15-minute video conference with an equally productive chat session. When teams jump on a conference call with no clue what they want to talk about, the only subject that’s worth discussing is when to swarm out. Partnering with our Global PEO ensures all HR, recruitment, onboarding, and payroll is managed remotely by our specialist team. For some companies, remote work may have become the new normal. However, for others, it may remain an ongoing pain point.

Virtual Pub Trivia Fun For Large Groups

Remote-first meetings flip a manager’s normal assumptions and dictate that remote work, not local office work, be considered the default position. This puts the emphasis on the full inclusion of the most difficult members of the team, creating a unified group of equals. Real-time employee feedback Post-meeting survey questions to track meeting effectiveness and morale over time.

7 Tips For Effective Sync

If the team isn’t used to speaking up, try changing your approach. For example, encourage people to use the chat function to ask questions or rotate who leads the meeting. Use humor and informality to get people talking, but just like in-person meetings, don’t force anyone to speak or put anyone on the spot. So use team meetings to cement relationships, get people talking and provide a space for all-way communication, especially during a time of crisis. But in addition, decide as a team that you are going to disagree, talk about the elephant in the room, make tough decisions and keep moving forward through this crisis. You may also want to ask your remote meeting attendees to turn on the video component of the tool or laptop.

Suggested questions Access hundreds of conversation starters to spark better meetings. Meeting notes Take minutes right within your agenda and automatically email them to all participants. The presents could even be opened together as a fun idea for video meetings too. Since we’re all spending more time at home, it’s a great time to learn about one another’s hobbies we’ve been making some time to share what we’re up to outside of work.

Virtual meetings allow team members to see and communicate with each other, in much the same way as a face-to-face meeting. This can be achieved without relying on on a set space, a common schedule, or even being in the same country. If you al the team members to supply their own equipment, you’ll need to determine how it will be paid for, how technical support will be provided, and what features it should have. If this is not clarified, you may risk the security of the communication and data that your employees have access to.

Facilitating team building online has unique challenges, and so you may want help. Our sister company, TeamBuilding, offers virtual team building activities as a service. And now that most meetings are remote because many teams are completely remote, there are new challenges making it even harder for meetings to be effective. The leaders managing remote employees also face new hardships when it comes to leading completely virtual communication. Learn tips, tricks, and best practices for leading remote meetings so your attendees are more engaged and your time together is more productive. For remote teams, a solid A/V setup is absolutely critical for an effective stand-up meeting.

Communication is a pillar for any type of team management, but for managing a remote team across the globe, it takes on a whole new level of importance. All the important discussions and decisions must take place online and be shared with the right people. We found that managing a remote team is easier when you use a smaller amount of tools and use them well. At the end of the day, you want to be productive and efficient without giving your team technology overload. The fact is that leading remote teams looks different for each company—it all depends on the culture and remote work approach. Store your meeting notes in a centralized place, like Google Drive, Culture Amp, or your project management software.

For non-regular meetings, give plenty of time to prepare. Especially when you’re talking about what’s gone well the last two weeks, it’s a good moment to give kudos. Always reserve a time to give each other recognition for work well done and embodying team values.

Our ideas below don’t require a ton of time or money, but can still serve the purpose of bringing teams together, with staff bonding and fun, plus useful tools for working remotely. They are easy to orchestrate over online meetings, which is ideal for remote teams. Daily stand-up meetings are intended to be quick, daily check-ins – typically in the morning but could work late in the day as well depending on the teams’ projects and priorities.

Ask people to volunteer to help keep the meeting on track and keep meeting notes of what’s discussed. A large percentage of the business world has gone fully or partially remote. And when your organization is scattered across a variety of locations, that means that when you need to schedule a meeting, it’s going to need to be virtual. 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.

At The Remote Company, we developed an agile project management system that is simple and allows team members to feel empowered to take responsibility for themselves. While the process is designed to keep track of everyone’s How to run a successful remote meeting work at a team level, we don’t tell people how they must accomplish their tasks. For example, we use GitHub to manage our project sprints. Everyone knows their responsibilities and what’s in the pipeline.