Remote Meetings Checklist

COVID19 and remote working

Remote meetings are not an option, but an absolute prerequisite foralmost everyone to work together.

It has affected us all: COVID 19 has changed the way we work. The majority of workers have been thrown into the world of homeworking. Everyone had to come to terms with the changes in the world of work.

The right tool for remote meetings

The decision for the right tool for remote meetings is usually made by the company: Microsoft Teams, Skype or Zoom. Nevertheless, it can be helpful to question this decision in the team. After all, the tool is crucial for daily meetings, coordination and workshops.

Microsoft Teams for Remote Meeting

Remote meetings are a MUST

Remote meetings are not an option, but an absolute prerequisite foralmost everyone to work together.

It has affected us all: COVID 19 has changed the way we work. The majority of workers have been thrown into the world of homeworking. Everyone had to come to terms with the changes in the world of work.

Cultural differences

Cooperation in projects with international teams, different cultures and working environments poses a particular challenge.

Collaboration often focuses on remote meetings. Language barriers, cultural differences and expectations of the teams have to be taken into account.

And in particular find a solution for the daily meetings, coordination and workshops. The additional challenge of not being physically together requires great tact.

The most important question to ask yourself in advance: Would an email suffice? Or: Is a meeting necessary? If yes, then a clear goal must be set for it:

Clear goal

Efficient meetings can be achieved with simple techniques. It is about successful communication. And for this, an organisation needs to establish the framework and a set of manners. This increases the meeting ROI - "return on (time) investment".

With focus, timeboxing and facilitation, projects can be successfully completed faster.

Successful remote meetings with META

Every company can hold successful meetings. The tools and the IT infrastructure are the basis. But beyond that, we are talking about people and teams working together. It's about successful communication. And for that, an organisation needs to set the framework and a set of manners.

Checklist for Remote Meetings

→ If one person is remotely connected for a meeting, everyone is.

→ If not already established in the organisation, choose the remote meeting tool (for example Microsoft Teams, Skype, Zoom).

→ Make sure you have a reliable internet connection

→ If you invite to the meeting, open the meeting a few minutes before to test the tool. Start the meeting on time.

→ Make sure that each participant is well equipped. Headphones are a must for good sound quality.

→ Develop a (video) conversation etiquette together with your team and make it transparent for everyone. Rules can be, for example, that everyone turns on the video to stay in the conversation. Or that participants who are not speaking mute themselves. And above all, one rule should be: Each participant refrains from using other devices or social media.

→ If participants do not know each other yet, ask everyone to introduce themselves briefly to connect face and voice.

→ Small talk is allowed: Take 5 minutes to chat about non-work related things, it is part of the meeting culture.

→ When everyone is ready, present the objectives of the meeting.

→ Document the relevant information and To Do's of the meeting.

→ Summarise the results of the meeting and come to a successful conclusion of the meeting on time.

"Don't go to a meeting unless there is a reason to do so; go to make a decision, or to move things forward. But in most cases, an email is enough." ELON MUSK