How can you effectively accommodate remote meeting participants?

1 Choose the right platform

The first step to accommodate remote meeting participants is to choose the right platform for hosting and conducting the meeting. There are many options available, such as Zoom, Microsoft Teams, Google Meet, and Skype, but not all of them may suit your needs and preferences. You should consider factors such as the number of participants, the features and functions you need, the security and privacy of the data, the compatibility and accessibility of the devices, and the cost and reliability of the service. You should also test the platform before the meeting to ensure that it works properly and that you know how to use it.

2 Send clear and timely invitations

The second step to accommodate remote meeting participants is to send clear and timely invitations to inform them of the details and expectations of the meeting. You should include the date, time, duration, agenda, objectives, and outcomes of the meeting, as well as the link and instructions to join the platform. You should also consider the time zones and availability of the participants and try to schedule the meeting at a convenient and respectful time for everyone. You should send the invitations well in advance, preferably at least a week before the meeting, and send reminders a day or two before the meeting.

3 Prepare and share materials

The third step to accommodate remote meeting participants is to prepare and share any materials that are relevant and necessary for the meeting, such as documents, slides, charts, videos, or polls. You should make sure that the materials are clear, concise, and easy to follow, and that they support the agenda and objectives of the meeting. You should also make sure that the materials are accessible and compatible with the platform and the devices of the participants. You should share the materials with the participants before the meeting, either by email, cloud storage, or the platform itself, and ask them to review them and prepare any questions or comments.

4 Facilitate interaction and engagement

The fourth step to accommodate remote meeting participants is to facilitate interaction and engagement during the meeting, as remote meetings can sometimes be dull, distracting, or isolating for some attendees. You should encourage and invite the participants to speak, share, and contribute to the discussion, and use tools such as chat, audio, video, screen sharing, annotation, or breakout rooms to enhance communication and collaboration. You should also monitor and moderate the meeting to ensure that everyone has a chance to participate, that the meeting stays on track and on time, and that any technical issues or disruptions are resolved quickly and smoothly.

5 Record and summarize the meeting

The fifth step to accommodate remote meeting participants is to record and summarize the meeting for future reference and follow-up. You should use the platform's recording feature or a separate tool to capture the audio and video of the meeting, as well as any chat messages, annotations, or polls. You should also take notes and minutes of the meeting to document the key points, decisions, actions, and outcomes of the meeting. You should then share the recording and the summary with the participants after the meeting, either by email, cloud storage, or the platform itself, and ask them for any feedback or suggestions.

6 Appreciate and acknowledge the participants

The sixth and final step to accommodate remote meeting participants is to appreciate and acknowledge them for their time, effort, and contribution to the meeting. You should thank them for attending, participating, and collaborating in the meeting, and recognize any achievements, successes, or improvements that they have made. You should also follow up with them on any pending or assigned tasks, and offer any support or assistance that they may need. You should also maintain regular and positive communication with them until the next meeting, and build rapport and trust with them.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?