Following remote meetings best practices have proven to be a necessity and no longer just a ‘want.’ Ever since the new work-from-home trend became popularized, especially after the COVID-19 pandemic, we have had a lot of experiences with online meetings.
In most cases, we learn from these experiences to make the entire virtual meeting experience more productive and successful.
So, what’s in store for 2023? How can you make these meetings even better?
This article comprehensively covers all you need to know by highlighting:
- Expert tips for running remote meetings in 2023;
- How to lead better remote meetings with Krisp.
Challenges with Managing Remote Team Meetings
Before exploring the main tips to follow in 2023, it is crucial to understand exactly what you may need to resolve.
It is a no-brainer that companies now work with people from all over the world — different backgrounds, different time zones, and even cultural differences. This has made it quite challenging for some people to run and manage virtual meetings effectively.
Nevertheless, it would be prudent to navigate these issues to ensure productive and engaging interactions.
Some of the most common challenges with managing remote team meetings include:
Technology hurdles
There are many issues that can go wrong with dependence on technology, from unstable internet connections to platform compatibility problems. These technical hitches may disrupt the flow of meetings, causing delays and frustrations among participants.
Distractions
Working from home can expose team members to various distractions, from household chores to family interruptions, ultimately disrupting virtual team meetings.
Communication barriers
Without the nonverbal cues that come with in-person interactions, remote meetings can sometimes result in miscommunication or misunderstandings.
The tone of voice and body language might not translate accurately through screens, potentially leading to confusion.
Burnout
Staying for long hours in front of a computer screen can lead to burnout. Moreover, long hours spent on virtual meetings can lead to virtual meeting fatigue. Employees are more susceptible to this when working remotely.
Without clear rules of engagement and remote-working guidelines, they can easily be “on” all day and never get a true break since they don’t have a clear separation from work.
Lack of social interaction
Virtual meetings often lack the casual interactions that occur naturally in an office setting. This can lead to a sense of isolation and hinder team bonding.
15 Remote Meetings Best Practices In 2023
Approaching virtual meetings in 2023 requires a holistic approach. Instead of just focusing on whatever is going on during the meeting, it is now paramount to consider every aspect, including before and after the meeting.
Let’s break this down even further and determine the top remote meetings best practices to consider:
Before the meeting
Planning and running a successful virtual meeting begins even before it starts. Here are some of the best tips to consider:
1. Set clear objectives
Ensure that you clearly understand the role and purpose of the meeting before planning for it. What do you intend to achieve during this meeting? Who is supposed to be present? Setting clear objectives ensures that you get a focused and productive discussion.
2. Create a detailed agenda
It is paramount to create an effective meeting agenda beforehand. A well-crafted agenda outlines the precise topics of discussion, the time allocation, and the expected outcomes. A good meeting agenda enables the participants to prepare well for the meeting.
3. Select and use the right technology
One of the most crucial aspects of running a virtual meeting is selecting the best online meeting applications to use. Ensure that the platform you use for your virtual meeting is compatible with the devices used by your meeting participants.
You should also ensure everyone knows and understands how to use the preferred tools.
Moreover, you should also ensure to test the technology you will use during the meeting. This ensures that you are able to easily troubleshoot any glitches that may arise during the meeting. This is especially crucial if you are using any meeting productivity tools.
4. Determine meeting rules
To ensure a smooth flow of discussions, it is important to set and distribute the meeting rules beforehand. This ensures that every participant understands whatever is expected of them and will adhere to the stated rules.
5. Minimize distracting noises
Besides setting a proper and non-distracting background, you should also consider cutting out distracting noises. Ensure that your meeting space is free from such sounds, or alternatively, use Krisp’s noise-canceling tool to eliminate background noises and make your meeting space more formal and welcoming.
During the meeting
With proper preparation, running and managing a virtual meeting becomes much easier. However, there are still additional things that you should do to ensure that it runs smoothly and becomes a success.
Check out these remote meetings best practices to follow during the discussions:
1. Start with an icebreaker
Begin the meeting with a brief icebreaker or check-in to foster a sense of connection and engagement among participants. Don’t just start the main discussions immediately after the meeting begins, as you may need to acclimate the participants to the new environment. Here are a few virtual meeting icebreakers that you can start with.
2. Enforce virtual meeting etiquette
Set ground rules for virtual behavior, such as muting microphones when not speaking, maintaining eye contact with the camera, and avoiding distractions.
This virtual meeting etiquette ensures that everyone is given a safe space for effective discussions where they feel respected.
3. Stick to the agenda
As the discussions progress, ensure that you adhere to the preset agenda. This makes it possible for you to accomplish the set discussions within the allocated timeframe, leaving everyone with a feeling of satisfaction and accomplishment after the meeting.
4. Encourage participation
Most organizations have adopted a policy from 2023 that only essential people should join in on meetings. This is a move to promote productivity, as the team’s time is quite valuable.
Nevertheless, those present during meetings must be encouraged to speak up or share any insights about the discussion.
As the meeting leader, you have to actively engage all participants by asking open-ended questions and inviting contributions.
5. Actively listen and take notes
A meeting is deemed productive if everyone can actively participate in the discussions and recall the relevant details soon after the meeting. This is why it is crucial that you encourage all participants to be attentive during the meeting.
Besides that, it is also important that you know how to take meeting notes for future reference.
6. Manage breakout sessions
One of the most common Zoom meeting tips is incorporating breakout rooms for smaller group discussions. Not only does this break the monotony of large meetings, but it also offers the participants a break and a chance to discuss in detail various issues.
After the meeting
Hosting successful online or hybrid virtual meetings doesn’t just end with the main discussions. Whatever comes after the main session also matters greatly. Here are a few considerations after the meeting:
1. Summarize the meeting
Go through the key meeting takeaways and ensure everyone understands and is in sync with the discussions and decisions. This ensures that all participants are on the same page and that there aren’t any misunderstandings.
2. Assign the action items
Do not leave the meeting without every relevant participant understanding their follow-up tasks. Ensure that you assign the action items to the relevant individuals, and you can even organize follow-up catch-up meetings to monitor or track the progress.
3. Share the meeting summary or minutes
Depending on the nature of your meeting, ensure to send out the notes or minutes in a meeting recap email.
If it was more of a formal meeting, such as a board meeting, knowing how to take meeting minutes would be prudent. However, for casual team meetings, a quick follow-up recap to act as a reminder of the discussions would suffice.
You can also use advanced tools like Krisp’s AI meeting assistant to capture meeting notes and summaries, which you can easily share.
4. Reflect and iterate
The virtual meeting landscape is an ever-evolving field, and there will always be newer trends to follow. This is why it is important to collect feedback regarding your previous meetings, identify the areas of improvement, and adjust to boost the productivity of your meetings.
Mastering Virtual Teamwork with Krisp: Elevate Online Meetings for Enhanced Collaboration
Online meetings have become the cornerstone of effective communication and collaboration. Focusing on productivity, seamless collaboration, and enhanced communication is paramount for successful virtual teamwork.
As the need for effective remote team meetings grows, Krisp emerges as the ultimate solution to optimize your remote interactions.
Ensuring Comprehensive Meeting Transcriptions
In the fast-paced nature of virtual discussions, details can easily slip through the cracks. Krisp eliminates this concern by transcribing every word spoken during the meeting. Accurate transcriptions eliminate misunderstandings, fostering clear communication among remote team members.
Krisp’s automatic AI transcription guarantees the most accurate and advanced meeting transcriptions in the industry. This ensures that no crucial detail goes unnoticed, empowering teams to fully grasp and act upon the key insights shared during the call.
Generating Seamless Meeting Notes
It is a no-brainer that juggling active participation and note-taking can be a daunting task during online meetings. Krisp takes this burden off your shoulders by automatically generating meeting notes.
Krisp’s AI note-taker seamlessly generates meeting notes, allowing you to immerse yourself in the discussions without missing a beat.
You can generate short and focused notes or dive into detailed summaries that capture key discussions, decisions, and action items. You can also share these notes effortlessly with your teammates after the call, ensuring everyone stays on the same page.
Elevate Your Online Meetings with Krisp
All top best practices for remote meetings of 2023 focus on increased productivity, enhanced communication, and inclusion. Having Krisp by your side can elevate your meetings, enabling you to focus on the most important aspects of your virtual gatherings.
Try Krisp for free and unlock the potential of seamless remote collaboration.
Frequently Asked Questions
How do I make my remote meeting more interactive?
Making remote meetings interactive requires planning. Incorporate icebreakers, polls, and Q&A sessions to engage participants.
How can remote meeting etiquette be improved for better communication?
You can start by setting clear ground rules, like muting when not speaking and maintaining eye contact with the camera. Moreover, you can advise participants to use professional backgrounds, dress appropriately, be punctual, and respect others’ time.
What tools can enhance remote meeting productivity?
Several tools can boost remote meeting productivity, including video conferencing platforms like Zoom and Microsoft Teams, collaboration tools like Slack, and transcription tools like Krisp.
