Remote meetings have become a staple of modern work, allowing teams to collaborate and communicate effectively despite being physically dispersed. However, there are certain common pitfalls that teams may encounter when conducting meetings remotely. Below are 7 common mistakes that teams make during remote meetings:
#1 No meeting agenda
Without an agenda, remote meetings can easily become disorganised and unproductive. It's difficult to stay on task and ensure that all participants are on the same page. Be sure to send out or set an agenda in advance, outlining the topics that will be discussed and the purpose of the meeting. Saving agenda templates for regular use is also a huge time-saver.
At Shepherd, we believe: “No agenda, no meeting.”
#2 No meeting preparation beforehand
If all attendees have the opportunity to read over the discussion points before the meeting, they will have time to think about and digest each point and, if necessary, prepare information that could be relevant to guiding the conversation.
#3 No designated meeting lead
Without a designated leader, it's difficult to keep the meeting on track and ensure that everyone is heard. Meeting leads should be set in advance and have continuity with recurring meetings.
#4 No assigned minute-taker
Having a notetaker during the meeting ensures that all important points discussed are recorded accurately ready to be shared with the rest of the team or attendees. Additionally, having a notetaker allows for all participants to focus on the discussion instead of having to take notes themselves.
#5 Failing to set ground rules
It's important to establish some ground rules for remote meetings. This could include things like muting microphones when not speaking, interjecting during the discussion and how to handle any digression from the items on the agenda.
#6 Running over time
Without time limits, it's easy for the meeting to drag on and become unproductive. Meetings should be as short and concise as possible, and the meeting lead should ensure that time limits provided, are adhered to.
#7 No accountability after the meeting
Post-meeting follow up is crucial to ensure that outcomes and any actions are documented and completed. Be sure to send out a summary of the meeting notes, outlining the key decisions and next steps, and follow up with any additional materials or information that may be needed.
By being aware of these common mistakes and taking steps to avoid them, teams can ensure that their remote meetings are productive achieve what they’re set tout to achieve. It's important to prioritise clear communication, effective organization, and the use of helpful productivity and remote team tools to make the most of meetings.