Successfully implement work meetings remotely

Remote works. We have all learned that since March 2020. Turning on the camera and "muting" the microphone shouldn't be a problem by now. But how can virtual meetings and workshops be made more entertaining? How do we create closeness despite the distance?

What is easy to do with post-its, flipcharts and a meta-planning board in a face-to-face setting quickly put the brakes on euphoria when you fill in a white PowerPoint slide or a digital whiteboard. 

The challenge of virtual meetings

In virtual meetings, when those who are loudest get the most attention and talk without periods, it robs a lot of energy. To create transparent and participative communication virtually, the power of visual communication is very helpful. Used correctly, visual aids can massively enhance and structure the entire meeting. In addition, it is an enormous relief for moderators.

In the online world, there needs to be much more variety and shorter lectures so that attention and enthusiasm do not wane. Therefore, it is better to rethink existing concepts or break them down into smaller learning units instead of whole days.

In the meantime, some collaboration tools have become established on the market. Nevertheless, conscious decisions have to be made here. The agenda and technical experience of the participants should determine the tools - not the other way around. The content should be in the foreground and the simplest tools that everyone can work with are often the best solution.

Build trust

For successful collaboration from the home office, trust is the key. This applies both to the trust of managers in team members and vice versa. To achieve this, clear framework conditions should be communicated: When exactly should employees be available, how are working hours regulated and recorded, which communication channels are used for what? All these questions should be clarified in advance in order to create a good basis of trust.

Reduce stress

We often forget to take sufficient breaks. Working at the computer is and remains exhausting. Therefore, generous breaks, physical exercise, or even mindfulness exercises should be incorporated. It also makes sense to change rooms for breaks and not to enjoy lunch at your desk. Otherwise, there is a risk that we will continue to work during the break.

It's easier to moderate a workshop in pairs, but you don't always have that luxury. That's why it's a good idea to support your fellow participants as "co-pilots" during the team meetings. For example, digital natives can take over the technology so that you can concentrate fully on the moderation and content of the meeting.  

About the author

Hendric Mostert

Agile Coach @ Deutsche Bahn, Trainer for New Work

He is driven by companies that serve people and society, that focus on employees, customers and meaningful products. He has made it his goal to support this - and is pursuing it not just in one role, but in several. With the combination of his role at Deutsche Bahn and trainer for New Work, he wants to help shape the working world of the future.