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Steps for Conducting Remote Audio and Video Conferences


In this era of diversity and globalization, remote team meetings have become an indispensable part of team collaboration. Whether team members are located wherever, conducting remote meetings through audio and video ensures information synchronization, which is especially important for managers and leaders of remote teams. So, how can you make the most of meeting time to ensure that all team members have the best meeting experience? Here's what you need to know.


What Is Remote Audio and Video Conferencing?


Remote meetings, also known as virtual meetings, are a form of meeting where people from dispersed locations connect through online video and audio. This meeting method is used by organizations with remote or hybrid teams, and can also be used to connect with clients, partners in different cities, states, or continents.


Common Audio and Video Conferencing Tools Include:


  • Video conferencing software


  • Video conferencing hardware


  • Display/screen


  • Computer or laptop


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Choose Remote Video Conferencing Software


There are a variety of remote meeting software options to choose from, including free and paid options. Research and compare your choices to see which one is most suitable for you and your remote team members.


Invite Participants


Once the technical aspects of the meeting are sorted out, it's time to schedule the meeting. The duration of the meeting should always be kept within an hour (unless it's scheduled for work or office hours), and if possible, always try to end the meeting early. Before choosing a meeting time, consider the locations of team members. When meeting participants are in multiple time zones, check their schedules to find overlapping times.


Prepare and Distribute Meeting Agenda


The meeting agenda details what the meeting will cover, and typically allocates specific time for each topic or meeting point. Will someone be talking about a specific topic? Will there be enough time for discussion and questions? The meeting agenda will answer these questions. Additionally, it allows participants to prepare for the meeting, making them feel comfortable and ready to participate.


Designate a Meeting Facilitator


The role of the meeting facilitator is to ensure the smooth running of the meeting and to ensure that everyone has the opportunity to participate. One of the biggest challenges of audio and video conferencing for remote and on-site employees is being interrupted or overlooked during discussions. The meeting facilitator guides the conversation, ensures things stay on track. They pay close attention to remote meeting participants, ensure that the AV setup is running smoothly, and involve all remote meeting participants in the conversation.


Allow Time for Introductions


At the start of the meeting, allow participants some time to interact with each other. For remote employees working in different locations, staying connected with colleagues working in different locations can be a challenge. Allowing everyone some time to introduce themselves and follow up will help them establish closer connections with colleagues.


Create Meeting Summary


After a remote meeting, follow up with a list of specific action items and deliverables discussed in the audio and video conferencing. Send the summary to all attendees to ensure that everyone understands the next steps and the person responsible for each deliverable.


Send Meeting Notes


If someone is unable to attend the meeting due to scheduling or time zone conflict, send them the meeting notes. They will be able to understand what they missed and ensure that they are clear on the meeting outcomes and action items.

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