It affected all of us: COVID 19 has changed the way we work. Due to this, we all had to manage it and find solutions for meetings which must be conducted remotely. We all know that meetings on site can be difficult even at the best of times. The additional challenge of not to being physically together requires some refining, but the challenge is where to start if companies and employees are not used to holding remote meetings at all?
The tools and IT infrastructure are very important, but furthermore, we are talking about people and teams who need to collaborate. To achieve this, an organization needs to provide the framework and a set of etiquettes.
- Rule number 1 to remember is: When one person is ‘remote’ for a meeting, everyone is.
- If not established in the organization yet, choose the remote meeting tool (e.g., Beispiel Microsoft Teams, Skype, Zoom)
- Make sure you have a reliable internet connection. If you are the host for the meeting, open the call a few minutes before to test the tool. Start the meeting on time.
- Ensure every participant has correct and good equipment. Headphones is a must for good sound quality.
- Develop (video) call etiquette together with your team and make them transparent to everybody. Some type of rules may be for example that everybody keeps the video on to stay engaged or that the participants who do not speak mute themselves and especially: Every participant must avoid using other devices or social media.
- If people do not know each other yet, ask everybody to introduce themselves briefly to associate a face with a voice.
- Small talk is allowed: Take 5 minutes for chatting about non-work stuff. This is part of the inclusion phase.
- When everybody is ready, present the objectives of the call.
- Use the chat window to document relevant information.
- Summarize the results of the meeting and close the meeting on time.