If you work remotely it’s quite difficult to have meetings with more than five people.
Everyone talks through each other, the connection is unstable, or your co-worker freezes in a very attractive position. In other words, the structure you usually have during a physical gathering sort of disappears. Fortunately, there are some tips & tricks to make sure your meetings won’t become total chaos.
Meetings on a regular base
The first thing we’ve noticed in the last months is that meetings become longer and longer. Totally normal, since you’re not seeing your colleagues during the rest of the week. You have to catch up during your weekly meetings.
Happily, there is a solution to almost everything. ?
Increase the frequency of your meetings during the week, and make them short and productive. We usually do a team standup on Monday morning to start the week. If it’s possible, you can even try to do it every day.
That way you can check on the mental health of your co-workers too.
We like to distinguish two types of meetings, each with another cause and outcome.
These are meetings where you get an overview of all the to do’s of your teammates for the next week. Like the standup meetings, we mentioned earlier. In this meeting you best point a facilitator or moderator. Someone who can lead and make it run smoothly.
The moderator makes sure that it is very clear who is speaking, so that person doesn’t get interrupted. If someone has a question, that person has to wait for the triage (a reaction or question round). Is the question solvable in 5 minutes? Then you can discuss it in the triage round. If not, you better plan another meeting. That’s what we call a governance meeting.
A governance meeting is a monthly (or more regular) gathering where you bring over information, do a brainstorm or, discuss a certain topic. It’s an interactive meeting where everyone does proposals and gives feedback on each other. At the end of the meeting, you make a final decision on each topic.
So, if you have a technical question, do a technical meeting, if you need an update on something, do a governance meeting.
Tools for Meeting Management
We have been talking about different types of meetings and how to make them as efficient and structured as possible. But, to structurize every gathering, there are some tools to make your life a lot easier.
For specific meeting management, we use Notion, Hugo, Jira, Asana, and Trello. All of them are more or less the same, with some small differences. (In pricing and in features.)
Both Notion and Hugo are tools to make notes during a meeting that you can share and edit with the whole team. Jira, Asana, and Trello are ToDo list tools. We made you an overview of the pricing per tool!