TMCnet Feature
February 22, 2022

Tips to Optimize Virtual Meetings with Remote Teams

One of the great keys to being able to correctly manage remote teams is communication. This implies choosing the best tools, knowing what topics merit a meeting and how often to hold them, and especially, how to ensure that the meeting complies with what was agreed. For this, we share tips that will help you manage your remote teams and optimize your virtual meetings.

Why Are Virtual Meetings Important?

With the growth of the mass of remote workers, it is necessary to implement measures that allow teams to connect, which are often distributed throughout much of the world. Under the objective of making work more productive, group meetings become a necessity, which allows teams to better coordinate, see how they are carrying out the work and clarify certain doubts that may arise while carrying out the various activities from Klaxoon.

Let's learn some tips that can be useful to manage your remote teams.

1. Determine The Specific Objective Of The Meeting

The meetings are held precisely because there is something that needs to be communicated, reported, or shared as a group. This can be to refer to a specific job, determine general considerations of the company, or for team members to get to know each other. Whatever it is, it is essential to determine that objective before calling the workers to the meeting. In that sense, set an agenda or guide on the points to touch, and thus avoid dispersions.

2. Have An Estimated Duration Of The Meeting And Well-Defined Times For Each Topic

The organization is everything in any job. But much more when it comes to managing remote teams, due to the particularities of this modality, order and fluid communication are needed if success is to be achieved. For this, you have to determine the duration of the meeting, and the number of minutes you are going to spend on each topic. A time should also be included so that each interlocutor can give their opinion or share their balance.

3. Notify With The Necessary Anticipation

A remote work team can be made up of people in the same country or from other parts of the world. Precisely for this reason, it can imply important time differences. When a virtual meeting is planned, those who will participate must be notified in advance, so that they can schedule the date and time that corresponds to them from wherever they are.

Keep in mind that many remote workers may not be exclusively remote, work elsewhere, or have family responsibilities, so giving at least a week's notice of the meeting is critical.

4. Define A Platform To Communicate

Once all the previous points have been defined, it is necessary to define which platform will carry out the conversation. Many times, each remote worker usually has a favorite, and there communicates daily with his team leader.

And it may not always be the same with everyone. But, logically, for a group meeting, one should be prioritized, which aims at the good image and sound quality. Some of our recommendations are Zoom, Slack, or Twist, which allow several interlocutors at the same time, without major problems.

Those who are going to participate must always be reminded to check beforehand if the cameras, microphones, and internet is working optimally.

5. Know How To Mediate Between Interlocutors

The idea of ??a meeting, regardless of whether it is initiated by the team leader, is that each member can contribute her point of view on what was discussed. However, this must be done in an orderly manner and in turns.

Therefore, the role of the team leader will be crucial, who will give the floor and can even measure the time of participation of each of the people, to avoid delaying time with things that may not be important. Of course, a calm and cordial atmosphere must be maintained, but well-governed.

6. Avoid Large Gatherings

If the objectives of the meeting are well defined, it may not be necessary for the meeting to include the ten or twenty people who are part of the remote work team. The fewer participants you can have, the better, as it will surely be much more productive, no one will step on their feet to talk and it will be easier to put together a balance of what was discussed.

Managing remote work teams is a great advantage if you know how to do it. And in this complex network that means the virtual work modality, without a doubt that communication is one of the key factors for everything to work smoothly.

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