09 Apr How to Make Meetings with Remote Employees Effective
Even with video conferencing and messaging apps, fully involving remote employees in team and company meetings remains a challenge. There may be no replacing the experience of being physically in the room, but you can take steps to make these meetings more productive and inclusive.
The most important thing for employers to remember when “meeting” with remote employees is that the meeting cannot be conducted in the same way as done normally when everyone is physically present. Employers have to find a way to replace the advantages that close proximity has, especially the ease of reading body language and picking up social cues. These, unfortunately, do not translate well over the screen or the phone. So, what can an employer do?
What remote employees need to fully participate in meetings is space and time to speak. Employers can provide this space and time in a few ways. First, ask the physically present participants to pause for a second before jumping into the conversation. This gives remote employees time to get a word in, plus it helps counter any time delays caused by the conferencing technology. Second, whoever is leading the meeting should regularly invite remote employees to add anything if they have something to say, preferably before moving on in the agenda. Third, when possible, have a remote employee lead the meeting or a section on the agenda. This focuses attention on the remote speakers and can help remind everyone that the meeting isn’t just happening in the physical room. Finally, if remote employees are located in the same workspace, occasionally setting their site as the physical meeting space can help non-remote employees get a feel for the challenges of being remote during a meeting.
Some preliminary work before the meeting can also help make the meeting itself more efficient. First, test any systems ahead of time so that they’re working for everyone when the meeting starts. Second, email the agenda out so everyone knows what to expect. Third, assign someone in the meeting room to be the contact person that remote employees can email or message if they have questions, concerns, or issues.
“The most important thing for employers to remember when ‘meeting’ with remote employees is that the meeting cannot be conducted in the same way as done normally when everyone is physically present.”
After the meeting, check in with any remote employees and ask them to be candid about their experience. What worked well and what could be improved? Employers should see what they can do to accommodate them in the next meeting.
Employers may not be able to fully replicate the experience of physically being in the room, but taking these steps can enable remote employees to feel more involved and make the meeting itself run more smoothly.