As remote meetings become more common and relevant in today’s business world, we need to find ways of maximizing efficiency and productivity. Meetings can be incredibly time-consuming, and so it is essential to identify strategies to streamline the process and ensure that everyone gets the most out of them.

Hi! My name is Sarah, and I am a business coach 🙋‍♀️. I have worked with various organizations and teams, and today I want to share with you some of the key strategies that I have found to be effective in saving time during remote meetings.

Establish Clear Objectives 🎯

Before you start any remote meeting, it’s essential to establish clear goals and objectives. This is crucial because it keeps everyone focused and ensures that the meeting stays on track. By identifying the topics to discuss and sticking to them, you will save time and ensure that the meeting is productive.

A picture of a person writing goals on a whiteboard

Create an Agenda 📝

Creating an agenda will help you to keep track of the time and ensure that you cover all the essential topics. You can create a template for your meeting agenda, which includes the date, time, and the list of items you will be discussing. By sending the agenda in advance, everyone attending the meeting will have a chance to prepare and contribute effectively.

A picture of a paper with a to-do list on it

Leverage Technology 🚀

Remote meetings are generally conducted virtually, and therefore it’s important to use technology efficiently. You should use a platform that everyone attending the meeting agrees to make it easier to share information. Some of the most widely available platforms include Zoom, Skype, and Google Meet. You can also use collaboration tools such as Trello and Asana to share notes during the meeting.

A picture of a woman using a laptop

Start on Time ⏰

Starting on time for your remote meeting is essential to ensure that everyone has enough time to discuss all the agenda items. By starting on time, you also show respect for your colleagues and their schedules. When everyone takes punctuality seriously, they will be able to schedule other appointments around the meeting without wasting any time.

A picture of an alarm clock

Assign Roles 🎭

When organizing a meeting, one of the first things to do is to assign roles to the participants. Assigning everyone a role helps to keep everyone engaged and accountable. You should have someone who is responsible for taking notes, someone who manages the chatbox, someone who watches the time, and a chairperson who keeps the meeting in order.

A picture of people sitting at a table, pointing at things on a paper

Summarize Actions and Confirm Deadlines 📅

Remote meetings can be productive when everyone leaves knowing what their tasks are, and the deadlines to complete them. It’s essential to take time at the end of each meeting to summarize the actions and confirm the deadlines. You can share a document outlining the next steps and the deadlines. This ensures that everyone is held accountable and that you don’t waste time in future meetings.

A picture of a calendar

Eliminate Distractions 🙈

Remote meetings can be easily disrupted by distractions such as phone alerts, email notifications, and even family or pets. It’s essential to eliminate these to save time and keep everyone focused on the meeting. You can close all unnecessary programs, mute your phone and even utilize the ‘Do Not Disturb’ feature on your computer.

A picture of a person closing a laptop and putting it aside

Conclusion

By employing these eight key strategies, you can save time and have productive remote meetings. Remember to establish clear objectives, create an agenda, leverage technology, start on time, assign roles, summarize actions and confirm deadlines, and eliminate distractions.

Thank you for reading, and I hope you found these strategies helpful! 😊

A picture of a person typing on a computer with a coffee next to it