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Since the health crisis, the acceleration of teleworking, the technology development and numerous collaborative tools, (Teams, Zoom, Google Meet...), organize a remote meeting has never been easier.
However, between the lack of organization, the Too many participants or even theRepetitive sequences, remote meetings are not suitable for all employees.
And the hybrid fashion reinforces the complexities associated with them, with Half-physical, half-video meetings which are often very difficult to orchestrate.
Are you a manager? Here are our 5 tips that will allow you to get the most out of these meetings!
1. Limit the number of meetings
Our first piece of advice is certainly one of the most important.
In fact, chaining the video conferences The whole day is exhausting and it will be impossible for you to keep your concentration, take good decisions or even be efficient.
So cancel meetings!
To do this, focus on priority meetings and those where your presence is essential.
2. Reduce the number of collaborators per meeting
Reducing the number of participants will bring you a lot of benefits.
First, it will allow irrelevant collaborators for this meeting to be exempt, allowing them to limit their number of meetings per week. Then, it will allow the remaining participants to communicate more easily and more effectively.
Our advice for choosing and reducing the number of participants:
- Upstream, try to Survey your employees to find out what topics motivate them the most, and invite them only to meetings where their topics will be discussed
- Assign a manager for each topic on the agenda to distribute work tasks
- Give a role to each participant in order to involve the most relevant collaborators for each subject
For example, you can assign the following roles:
- An organizer Who will guide all the topics during the meeting
- A time manager Who will avoid spending too much time on a subject
- one person responsible for taking notes
3. Reduce meeting time
Not only, the number of meetings has increased drastically since the start of the pandemic but their durations too.
“According to a study conducted by Circle Research and Barco, 60% of French executives think that meetings should be cut short.”
In fact, only a third of their duration would actually be devoted to achieving the objectives. So you have to learn to Stop wasting time and Set goals clear to follow throughout the meeting.
“A meeting in France lasts an average of 57 minutes compared to the 21 minutes recommended to remain effective, according to the study.”
In addition, Recovery time between meetings is also to be taken into account.
Indeed, succeeding in reducing the number of meetings is essential, but it is also essential to manage to maintain real time. break between two meetings, 15min seems to be the most relevant.
4. Organize your meeting in advance
For avoid wasting time during the meeting, It is important to prepare it.
Here are some ideas for organizing a successful meeting:
- Send an appointment connected to the calendar participants allowing them to have a reminder a few minutes or days before and giving them access to the login link in a single click, login password etc...
- Prepare visual support in order to support the common thread of your meeting. This will help participants stay alert and fully understand the purpose of the meeting.
- Always check that your hardware is working properly : your microphone, your camera, screen sharing, screen recording etc...
5. After the meeting: ask for feedback
As soon as the meeting is over, we recommend that you send the presentation you used and the minutes by email to all participants.
This will allow participants or absentees to Remember the clear goals to be achieved following this meeting. In addition, it will prevent participants from looking for the information discussed during the meeting and being able to consult it at any time.
Finally, Ask participants to give you feedback via a quick questionnaire or a simple application, will allow you to Understand what they liked and what they didn't like and What can you do to organize an even more efficient meeting next time.
Here are some possible questions for your feedback:
- Score from 1 to 5 for the whole meeting?
- What did you like the most/least?
- What can be improved at the next meeting?
- Was the meeting time convenient for you?
- Did you think the length of the meeting was right?
m-work and the organization of remote meetings
Thanks to the application M-Work, Organizing a meeting is quick and easy. Indeed, teams can Know in advance which employees will be on site or working from home. The meetings are thus organized on the The most relevant days, and on a more suitable format (either physical or video).
Are you interested in the subject? Discover our solution.
