Facilitating a remote team meeting can be challenging, especially if you want to keep everyone engaged, aligned, and productive. But with some planning, preparation, and tools, you can make your online sessions more effective and enjoyable. Here are some tips to help you do that.
Before you invite your team to a meeting, make sure you have a clear purpose and desired outcome for it. What are the main topics you want to cover, the decisions you need to make, and the actions you need to assign? Write down your goals and agenda and share them with your team in advance, so they know what to expect and how to prepare. You can also ask them for their input and feedback on the agenda, to ensure it meets their needs and interests.
I've found that 1) an agenda with a section for new items that team members contribute to on a shared platform AND 2) tracking standing agenda items is helpful to guide the purpose of thr meeting.
In my experience, it starts with getting a clear commitment from participants that they'll stay engaged. Remote has its own distractions, and it's all too easy to check emails or respond to texts. Knowing this, we encourage cameras on, devices off, and reward them with a shorter time commitment if we can all power through together. That creates a sense of teamwork and urgency that can immediately drive better results.
There are many collaboration software options available for facilitators, but not all of them are suitable for every meeting. Depending on your goals, agenda, and team size, you may need different tools and platforms to communicate, share information, brainstorm, vote, or document your session. For example, you may use Zoom or Teams for video conferencing, Miro or Mural for visual collaboration, Slido or Mentimeter for polling and Q&A, or Google Docs or Notion for note-taking and action items. Make sure you choose the tools and platforms that fit your meeting objectives and your team's preferences, and test them before the meeting to avoid technical glitches.
Based on my experience, to choose the right facilitation tools and platforms first of all you need to create facilitation learning objective by defining workshop objectives and agenda then mapping appropriate tools to each phase. Consider collaborative tool like Miro, or video conference like Butter or Around, feedback gathered tools like mentimeter, documentation using Notion for example. Then conduct auditing access and bandwidth requirements, accessibility across platforms, piloting tools with samples to gauge ease of use, and surveying participants post-session for continual feedback on most and least beneficial tools.
To ensure a smooth and respectful meeting, you need to set some ground rules and norms for your team to follow. These may include how to use the chat, mute, and raise hand features, how to share feedback and opinions, how to handle interruptions and distractions, and how to respect each other's time and space. You can also create some rituals or icebreakers to build rapport and trust among your team members, such as checking in, sharing a fun fact, or playing a game. Communicate these rules and norms at the beginning of the meeting, and remind your team of them throughout the session.
One of the biggest challenges of facilitating a remote team meeting is keeping your team engaged and involved. You don't want to have a one-way monologue or a few dominant voices, but rather a lively and interactive dialogue that fosters creativity and collaboration. To achieve that, you need to design your meeting in a way that invites your team to participate and contribute. You can use various techniques and methods, such as asking open-ended questions, using polls and surveys, creating breakout rooms, assigning roles and tasks, or using gamification and rewards. You can also use visual aids, such as slides, videos, or diagrams, to make your meeting more appealing and memorable.
Another challenge of facilitating a remote team meeting is managing time and energy . You don't want to have a meeting that is too long, too short, too fast, or too slow, but rather a meeting that is well-paced and well-timed. To achieve that, you need to plan your meeting in a way that balances the content, the process, and the people. You can use various strategies and tools, such as timers, agendas, reminders, or breaks, to keep your meeting on track and on schedule. You can also monitor your team's energy level and mood, and adjust your meeting accordingly. You can use cues, such as body language, facial expressions, or feedback, to sense how your team is feeling, and use interventions, such as jokes, stories, or music, to boost their energy and motivation.
Make space for authentic sharing. If the meeting is veering off topic or the energy of the group is dipping, make it acceptable for participants to speak up and point that out. Set that as a norm, as well as do this check from time to time basis your reading of the way the meeting is proceeding. Ask the participants during the meeting, if they would like to do anything differently or if there is a different agenda item that should take precedence, or if breakout rooms would help at that point. Don't try to steer the ship alone. Keep the participants involved in steering the direction.
I agree, Neha! Another way to involve participants in steering the meeting could be to have one person play the role of a 'vibemeter' who keeps the group honest on energy levels, participation by all etc. Different people could play this role in meetings.
The last tip for facilitating a remote team meeting is to follow up and follow through after the meeting. You don't want to have a meeting that ends without a clear summary, a concrete action plan, or a meaningful evaluation, but rather a meeting that leads to results and improvements. To achieve that, you need to close your meeting in a way that wraps up the main points, assigns the next steps, and appreciates the team's efforts. You can also send a follow-up email or message, with a recap of the meeting, a list of action items, and a request for feedback. You can also track the progress and performance of your team, and celebrate their achievements and successes.