Running effective virtual meetings has become a significant part of the workflow in the modern workplace. Through effective remote meetings & effective virtual team meeting software, employees can communicate with different team members residing in various parts of the globe. But often, remote meetings are a waste of time because the meeting agendas are not appropriate or the meeting minutes do not get accurately followed. To run a company with numerous remote employees, the company should have an effective virtual team meeting app that can save a lot of unnecessary effort. This article will dive deep into the three phases of effective remote meetings.
Effective remote meetings have become essential to keep the team aligned with the business goals. Today's modern workplace leverages effective hybrid meetings to collaborate and better understand projects and business goals. These virtual meeting apps come with built-in meeting notes, organized meeting minutes, exact meeting agendas mentioned, and various options to communicate with one another effectively. According to the Industry Arc's research & expectation, the global Virtual Team Meeting Software market will reach 7.32 billion USD by 2025. It is getting a progressive compound annual growth rate (CAGR) of 9.58 percent from 2020 to 2025.
Although there are modern virtual meeting apps like Zoom, Google Meet, Microsoft Teams, Adobe Connect, Slack, etc., featuring various options, companies need help to run effective virtual meetings or keep the employees engaged and concentrated on the meeting's topic. To tackle such challenges, companies should effectively organize, execute, and follow up their daily virtual meetings through these three phases so that the company can gear up for a remote work ecosystem.
According to experts' recommendations, to carry out an effective remote meeting, you can break it down into three simple phases that will make a virtual team meeting worth it. HRs and managers must apply these techniques to render the best virtual and remote meetings for office purposes.
Phase 1. Preparation in an Organized Manner: The first step toward an effective remote meeting is to prepare a list of those to attend the meeting. Meeting usually takes a lot of time. Those who organize it must know that only some are necessary to join every company meeting. So, the organizer should chalk out the list of those best suited to attend the meeting or remain present in the virtual conference. Once you list the participants' names and email IDs, you will send out a calendar invite by filling in the correct details.
The preparation phase should remain organized and must cover two pivotal elements: the purpose of the virtual meeting & the objectives to fulfill through it. A proper meeting agenda, meeting minutes, and the app link through which the participant will join should remain in the details of the invite. One should cross-check those details so that the participants do not need further explanation. If the tool or app required during the virtual meeting differs from a regular one, an official download link of the app makes the invite details more productive. You can also set a reminder (5 minutes before) for your participants on the day/time the online meeting will happen.
Phase 2. The Meeting in Action: Once you set all the necessary parameters to organize a meeting, it is time to start the virtual session through that specific software/link mentioned in that invite detail. To make the online meeting productive, ensure you give sufficient time to the participants to prepare themselves. During the commencement of the meeting, you should remain punctual and encourage others to stick to the time. You should minimize or close all other apps for productive virtual conferences and focus on the meeting's agendas and objectives. Since you need to be aware of others' time and work schedules, you must make the meeting as productive as possible within that prearranged timeframe.
Apart from all these technicalities, all the participants and organizers should ensure that they have a writing pad with a pen or an app to prepare meeting notes. Also, all participants should put their systems in charging mode to avoid any interruption during the meeting. At the very start of the session, the organizer or any other host can introduce the participants, or the participants can self-introduce themselves to make others feel comfortable. It is essential to make everyone share their opinion according to the meeting agendas or ask questions to solve their doubt. That way, the virtual meeting will be productive, and everyone will remain on the same page.
Phase 3. The follow-up Phase: Once the meeting gets over; the organizer should circulate the meeting minutes to everyone, including those who need to discuss further or sort out their doubts. It is an excellent practice to share a follow-up email right after the meeting with the necessary attachments. Also, they should send the digital notes made within the app to all the participants so that the participants can attend all discussion points. If it's a big team project, the team leader can summarize the details, responsibilities, and deadlines and highlight the particular pointers to make the entire meeting productive. It is a good practice to mention the next within that same follow-up email if these virtual meetings are recurring in nature.
Productive remote meetings through appropriate virtual meeting apps can help deliver a productive work environment. This article highlighted three essential phases through which one can efficiently organize an effective remote meeting. Running productive remote meetings makes the entire office workflow more productive. Effective hybrid meetings comprising both online & offline can yield better results for day-to-day tasks. We hope this article gives a crisp idea of the three steps/phases toward productive remote meetings. Whatever tool we use, leveraging these mentioned phases in an organized fashion, can help the enterprise virtual meetings in the long run.