Tips and techniques for hosting meetings remotely

Tips and techniques for hosting meetings remotely

PUT INTO PRACTICE

Example of a remote meeting

Purpose of the meeting: to identify the elements that influence the strategy

Agenda
Methodology
Technology
Objectives
Introductions
Introduction and presentation of each
Audio conferencing and screen sharing
Know yourself
Identify trends that will impact the future
Ask the attendees of brainstorm 5' on the trends that will affect the business
Use the anonymous response tool which allows you to see the responses of others in real-time.
Encourage participation and facilitate the memorisation. Reduces social pressure
Prioritise responses
Ask the attendees to comment on the list and prioritise the 5 first answers
Commenting and ranking tool
Encourage participation. Reduces social pressure
Discussion of the new list
Ask if there are any comments
Anonymous comment Videoconferencing
Encourages participation and motivation
Add any new data to the selected list
Ask the participants to review the first 5 themes. Among the following 10, is there one that should be included in the top 5?
Use the tool brainstorming and highlighting the TOP 5 responses + additional selections
Encourage participation
Sort the first 10 responses into themes
Ask the participants to group the answers by theme
Use the tool organisation of answers
Facilitates memorisation. Reduces social pressure
Assess each theme in terms of its importance to future trends
Using a multi-criteria selection tool
Adopt the multi-criteria selection matrix
Encourages participation. Reduces social pressure.
Validate the level of confidence of the team on the themes
Ask everyone to comment on the relevance of the themes
Using the voting tool
Facilitates memorisation. Reduces social pressure. Encourages participation
Discussion
Discussion of voting results
Videoconference
Encourages participation. Increases motivation
Conclude and decide on next steps
Ask for a volunteer to follow the action plan, another to write the minutes and validate it with the local management. Set the date for the next item.
Videoconference. Email for follow-up
Increases motivation and commitment

Before starting a remote meeting process :

  • Test and familiarise yourself with the tools before you start.
  • Propose the idea to your employees and highlight the advantages of remote meetings (saving time, costs, interactivity, etc.)
  • Accompany your employees in learning how to use the tool.