Updated: Aug 9, 2021
1. Create a an open, welcoming and inclusive space for everyone
When planning and organizing a remote meeting it is very important to have an open, welcoming and inclusive space. There are various ways in which this can be done. For instance, respecting how people want to present themselves. If it is not absolutely necessary, respect if people are not comfortable opening their cameras. It’s very important that everyone feels comfortable. You could also ask them to rename themselves in the name that they want to be called at. In addition, you can encourage them to add their pronouns so everyone doesn't make a mistake of referring to them using the wrong pronoun. Creating a welcoming and inclusive space can be a challenge but it is important that we put in the work to make sure that we have this to maximize team’s participation and commitment to the goal of the organization.
2. Be organized
Come prepared. It is important that you are professional and well prepared when planning and organizing remote meetings. Allocate time to make sure that you have all you need before starting a meeting. The reason for this is because remote learning could also be very difficult for the people attending it, so having a smooth flow would really alleviate the stress and frustration that comes with remote settings. Coming prepared also gives an impression that you care and committed to the cost of the meeting.
3. Have back-up plan (for technical difficulties and other issues)
In today’s situation, having some technical difficulties from time to time is inevitable. The best thing to do is to always have a back up plan. It is important to have a plan that you can follow when people are not participating or over participating in your meetings. Or if the internet is down, you should at least have one person to take over or have some ice break when you are gone.
4. Discuss the objective and housekeeping rules (in the beginning)
This is something that should be done at the beginning of any meeting. Stating the goals and objectives of the meeting will give everyone a sense of direction. It would also help everyone prepare questions and add to the conversation that you will be having. Discussing the housekeeping rules in the beginning is also crucial to set a set of to-do and must-avoid during the meeting. This is important to help solidify the boundaries and at the same time make sure that the flow of the meeting is smooth.
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