20 Remote Meeting Best Practices

Tuesday, April 28th, 2020|

By staying safe at home, and seeing nearly all interviews and meetings transitioning online, we wanted to share twenty remote meetings best practices we’ve learned over the past ten years of working exclusively as a remote team.

Whether you are having ongoing daily team huddles, interviewing for a new opportunity, meeting a client or prospect via video for the first time, it’s important to keep the following pointers top of mind:

Equipment

  1. Ensure your device and headphones are fully charged or plugged in prior to your meeting.
  2. Whether you are Zooming, using Facetime, Google Hangouts, or another tool, test your device’s audio and video connections before the actual meeting.
  3. Look right at the camera when you speak. If you only look at the screen itself it’ll appear as if you’re not making eye contact with the attendees.
  4. With everyone working from home, combined with homeschooling for many others, ensure that you are in a quiet place with enough wifi bandwidth.
  5. Adjust your device screen to ensure your head and shoulders appear in the frame – don’t get too close or move too far away from the camera.
  6. Be stationary and mount any handheld devices such as your mobile phone or iPad so you aren’t “traveling” with your device. It’s distracting and disrespectful.

Environment

  1. Let your family or roommate know you’ll be on camera to avoid unexpected noise or interruptions.
  2. Practice your on-screen time and record yourself if possible.
  3. Adjust the lighting so your face is front-lit without any shadows.
  4. Keep an eye on your posture. Adjust your lighting as needed.
  5. Pay attention to your surroundings—especially your background. Select a clean, neutral, and distraction-free backdrop like a wall, a screen, or a panel of curtains. Close closet doors, make your bed and clean the clutter. If you are unable to do so, use zoom’s virtual backgrounds to create a branded look. You can find many examples on Canva.
  6. If you are presenting or screen sharing, make certain you have a clean, uncluttered desktop and if needed, change your desktop wallpaper to something creative and professional.

Engagement

  1. Confirm time zones in case you are meeting with someone in another state or country.
  2. Speak clearly and succinctly. Use your voice, tone, and body language to communicate and connect. Use modified hand gestures as needed or gently lean in when making a point.
  3. There can be a slight delay in communication, so be mindful not to talk over the other person.
  4. Mute when not speaking (just remember to un-mute when it’s your turn to talk).
  5. Dress and groom as if you are meeting in person. Working from home still requires being professional.
  6. If in a larger gathering, become familiar with layout views so you can fully engage with everyone.
  7. If you are making a pitch or presenting your work, have your portfolio or presentation loaded on your desktop to screen share as needed.  Practice Zoom’s presentation tools such as whiteboard, and annotation to create a bigger impact on your audience.
  8. Be friendly and smile while talking. It lifts and warms your voice, which helps you to connect with the group.

In 2009, we decided that the benefits of a successful remote environment outweighed the stresses of the daily commute. We love it and firmly believe in the life/work integration that being a remote company provides our team. If working in a remote setting is new for you, please check out this video and our additional blogs on the subject matter.

WE hope you’ve enjoyed the 559th issue of our a.blog