This video explains how to run a remote meeting. Learn about the ground rules at the start, how to deal with interruptions and people talking over each other, whether to mute or not, and emailing in the background. Consider using screen share so that people can all have something visual. Keep summarizing the agenda, and make sure to state your progress and talk about what is still to come.
- [Instructor] So when you're running your virtual meeting, what are the key dos and don'ts? Well, at the very start, there are a couple of ground rules to discuss. The first is whether it's okay to check and send emails during a teleconference. And the second one is whether it's okay to put yourself on mute. Both of these, emailing and being on mute, encourage people to not be fully present during the conversations, so the whole thing loses energy and becomes slow and painful. The reason I mention being on mute is there is quite a debate about this.
Some people feel that you get better sound because there's much less background noise if anyone not speaking puts themselves on mute. But other people feel that it's a bad habit because once you're on mute, you could still listen in, but you can also chat to people in the office, and look at YouTube, even take phone calls. So when it's time for you to drop back in again, you won't know what you've missed. So whatever you decide, it needs to be agreed by all at the start. With a larger group, you might also want to remind everyone that only one person can talk at once.
There's often a way to signal on the screen that you want to speak next, but if there isn't then be really careful about interrupting or talking over someone else. Apart from being rude, it gets really confusing, especially if there's a slight time lag on the line. If you're leaving the meeting, then keep summarizing progress, and what's coming next, even more than you would at a normal meeting because there's no visual agenda for people to look at, and it's much more likely that everyone will feel that the meeting is drifting if you don't do this.
A final tip is to poll around everyone every now and then, just say, I want to find out what each of you thought about that last discussion, just 15 seconds each. So starting with Dave, what did you think? This means that everyone has to keep paying attention. Also that the quiet people have to contribute, and also it helps everyone to keep track of who is on the call. If you've got more than three people on the call, it's possible to forget that someone's there. And when you do the polling around, a good little tip is to start with anyone who's out there on their own.
If you're got most of the group in the office, and just one or two people working from home, then ask them first to make them feel important. Otherwise, they'll start to feel like second-class citizens. So that's a checklist of things to think about. Do you need to say something at the beginning about emails and being on mute? And only one person talking at a time. Do you summarize progress often enough? And what about polling around the group every now and then to get everyone's view starting with the remote people first.
- Setting up meetings
- Determining who needs to attend a meeting
- Choosing your meeting duration
- Providing reminders for successful meetings
- Facilitating a successful meeting
- Getting the best out of people
- Dealing with latecomers and common meeting problems
- Deciding if you should go to a meeting
- Making your voice heard
- Managing remote or virtual meetings