Solutions for better remote meetings.
Meetings are a necessary feature of professional life. For many of us, the very mention of a meeting conjures up images of corporate settings: a group of people with stern expressions, gathered in a conference room with glass walls, and a whiteboard or projector in the corner. But is this an accurate portrayal of what meetings should be?
In some cases, meetings may seem like the easy way out. Rather than updating a document, adding context, and considering the implications and people involved, simply inviting the necessary parties via a chat or having recurring meetings can seem like the simplest option. However, that’s not the reality.
The shift to remote work in recent times has shown us that meetings can be both productive and enjoyable. They can also be fulfilling, providing a sense of connection and collaboration that is often missing in other forms of communication.
Here are 6 tips on how to have better meetings.
Decide what type of meeting it is
Not all meetings are created equal. For example, in an updates meeting, you don’t need to present all the nuts and bolts of the projects. Stay at a main tasks level, and show what is completed, what is blocking you, and the next actions. You will have different interactions in an update meeting than in a 1-to-1. Keep it on point.
Have a meeting doc and agenda
No matter the type of meeting, you need to document it, one way or another. Does your company have a company knowledge base, in Notion, Coda, or Confluence? Create a private folder shared with the people involved in the meeting and keep adding meeting notes. Having templates for recurring meetings will save time, and offer consistency and peace of mind when you will try to remember what you discussed 3 months ago.
Have someone in charge of the meeting
Having someone responsible for the meeting can help others not to stress about it. Usually, the responsible will remind the rest of the team to add their updates and will make sure the meeting is documented. Of course, you can have a round-robin scheduling process with the team.
Set a time limit and stick to it
One of the most frustrating things is a meeting that is taking longer than decided. Wanting to keep the team over the allocated time will create friction, and distraction, as people will check their calendars, maybe move stuff around, or chat to postpone. And the studies tell us that we work better if we have a limited time.
Facilitate, not dominate
The meeting, it’s not about you; it’s about all of you. As a leader, don’t seize the whole space, instead make sure everyone has the opportunity to share their opinion. If you are not the meeting responsible, do not intervene in it, just because you have more experience.
Ask for feedback
The meetings are part of the day-to-day work. Ask the opinions of the people involved about them. See what is working, what can be improved, and if it has value for the team. Perhaps that meeting on Friday afternoon can truly be an email.
In today’s fast-paced world, where communication is often reduced to quick messages and soundbites, it’s important to remember that meetings can still be an effective means of achieving our goals. Whether in person or online, meetings offer a valuable opportunity to share ideas, build relationships, and work together toward a common purpose.