Virtual meetings are now the norm for many cross-functional project teams. Remote collaboration enables flexibility but also poses unique challenges compared to in-person interactions. Without proper planning and facilitation, virtual project meetings can quickly become a frustrating waste of time filled with delayed responses, distracting multitasking, and stunted discussions. However, by implementing simple best practices around technology, engagement, and organization, project managers can facilitate productive virtual meetings where distributed team members actively collaborate and align around shared goals. This article will explore actionable tips to help remote project teams run more efficient, collaborative, and engaging meetings online.
Set a Clear Agenda
Having an agenda is good practice for any meeting, but it’s especially important when teams are meeting virtually. Send the agenda out ahead of time so everyone can come prepared. Outline topics for discussion, desired outcomes, and who is leading each part of the meeting. Stick closely to the agenda during the meeting so you stay on track.
Choose the Right Technology
Select tools that support the size of your meeting and required features. For smaller meetings, video conferencing like Zoom or Skype could suffice. For larger meetings with breakout groups, consider platforms like Microsoft Teams, Google Meet, or Miro. Test your tech ahead of time and ensure everyone has access. Having the right virtual meeting technology promotes collaboration.
Share Relevant Materials in Advance
Don’t surprise meeting participants with materials to review on the spot. Send presentations, documents, or reports at least 24 hours in advance so attendees come informed and ready to dive in. This prevents wasting valuable meeting time on reading materials.
Encourage Participants to Have Cameras On
Seeing teammates’ faces builds better connection and engagement. Encourage everyone to keep cameras on during the meeting, as much as possible. Some exceptions can be made if internet bandwidth is very limited. Seeing reactions and visual cues leads to richer discussions.
Take Breaks
Just like in-person meetings, remote participants need occasional breaks to refocus. For meetings over an hour, build in a 5-10 minute stretch break every 45-60 minutes. Longer meetings like PI planning sessions may require more frequent short breaks to prevent virtual fatigue.
Set Virtual Ground Rules
Some basic meeting etiquette rules translate well to the virtual setting. For instance, ask attendees to mute when they are not speaking to reduce background noise. You may wish to request that chat features are only used for meeting-related purposes. Having some agreed upon virtual ground rules keeps the environment professional.
Facilitate Inclusive Collaboration
When working cross-functionally in a virtual setting, it can be harder for introverted team members to contribute freely. The facilitator should actively create openings for different perspectives. This could involve asking specific people for input or splitting into virtual breakout rooms so everyone engages.
Summarize Action Items and Next Steps
Don’t end the online meeting without recapping what was decided and who owns which action items going forward. Send a meeting summary with assigned tasks to participants afterward so everyone is on the same page. Capture any lingering parks in a virtual parking lot document to address later.
Ask for Feedback
Solicit feedback on what went well and what could improve for your next virtual project meeting. Anonymously polling participants and assessing responses will help you continuously improve the experience. Adopting best practices takes your remote collaboration to the next level.
With thoughtful preparation and facilitation, remote teams can have productive project meetings.