Last modification on July 18, 2021 by Loïc Frissard
With the advent of the pandemic COVID-19, the world of work is affected by the health crisis and ways of working have been impacted. To continue to carry out their projects and hold meetings, several companies have adopted videoconferencing. Here are some tips for managing your projects remotely.
Having a successful remote meeting
Although this method is very useful, it can seem a little complicated for novices. To help you better prepare, here are some tips to consider.
Choose suitable tools
For a meeting to be well organisedit is imperative to choose the tool most suitable. To do this, you can ask yourself a few questions:
- How much people participate in the meeting?
- What is the duration Of the reunion ?
- What is the ability of your internet connection?
Depending on the different answers given to these questions, you can choose a tool adapted to your project.
Web conference
Well known to everyone, Web conferencing has become the reference formula. In most cases, a URL link is sent to participants to facilitate onboarding. When the meeting time is close, they simply connect to an online platform to join. This meeting model is very suitable. It is especially effective when it comes to having a split screen. With this approach, all participants can see each other during a presentation and communicate with each other.
Group call
This form of meeting is very widespread. It is simple to use and the communication channel is easy to reach. It presents options like audio call or video call. It is a tool adapted to the world of teleworking. It is also important to note that for optimal use, the number of participants must remain limited. Choose this method depending on the type of person who will take part in your meeting. Do not hesitate to use collaborative software like maestroPROJET for this purpose.
Prepare your meeting early
Once you have chosen the right format for your meeting, you now need to think about its organization. The secret to a successful meeting, whether by videoconference or teleworking, is preparation.
If you are the meeting organizer, set an ideal date, time, and medium for communication. It is important to take responsibility for distributing the link and creating a notebook. Among other things, make sure that each member has a good internet connection and a computer adapted to the situation.
Before the meeting starts, do a routine check if possible. This will allow you to check that the equipment (webcam, microphone) is functioning properly. Beyond these factors to take into account, meeting preparation involves creating a list of topics to discuss. If possible, send the agenda items to each participant.
Take care of your behavior
This aspect is sometimes more than a detail. You must understand that it is very important for the success of your project. During a remote meeting, it is necessary to know how to behave well. Start by introducing yourself at the start of the meeting with an authoritative tone, but not too pronounced.
Afterwards, it is important to let the other participants express themselves freely. Furthermore, you must above all respect their speaking time. Try not to speak out, but don’t let yourself be forgotten. Avoid doing anything else during the meeting such as reading emails or surfing on your smartphone in the middle of the meeting.
The organization of a meeting requires good management of the members. Indeed, you must start by creating a work charter. It is generally advisable to write a charter containing the rules to follow for a good session. Subsequently, it is important to develop interdependence links by working together. Finally, it is important to use project tracking tools after the meeting.
In order to collaborate effectively, you will need customer contact management software and a task management tool. You also need to know how to write professional emails. This will make the videoconference meeting more interesting and attractive.
Finally, we must not neglect the post-meeting period. Unlike a physical meeting, it is not possible to debrief participants orally. However, you can highlight the main topics covered during the meeting in a few important points. Depending on the participants, you can send it by email or message.
This is a very good way for everyone to understand the message and remember the main points. Don’t hesitate to put together a team to better prepare for your videoconference. Good luck !
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