Remote Meetings: Technology and Tips

Online meetings are now part of our everyday business communication. However, as we increase the time we spend on Zoom or Teams there are signs that our technology expectations are slipping.

“It’s great that people are becoming more relaxed about home backgrounds and domestic interruptions such as children and pets,” says Eric Hughes of EMH Technology. “With most people working from home by necessity rather than choice at the moment, it’s important to relieve the pressure of ‘appearance’. However technology issues such as unstable connections or poor audio also have become more accepted and this doesn’t need to be the case.”

6 Technology Tips for Online Meetings

1. Choose your meeting software carefully

What functionality does your meeting need? Will you want breakout rooms, brainstorming or web polling, for example? Mindtools explains: “Look at your agenda to choose the most suitable platform to use. The best platform for a quick “check-in” can differ from the right one for brainstorming or decision-making sessions. Some features, like web polling (which makes it easy to gauge people’s opinions) or online whiteboards (good for group brainstorming sessions), can be worth some extra cost.”

2. Avoid using your phone

Whilst phone apps are easy to use, laptop and desktop computers offer a more stable visual image. Plus, it’s far easier to take notes when you don’t have phone-holding or balance issues to worry about! Review the hardware available to your team. A little investment can be hugely helpful for productivity and team morale during remote working.

3. Using technology for team support

Some of your team may thrive on working in their home environment whereas for others, the isolation or busyness of their surroundings may not create a helpful working atmosphere. Software can be used to facilitate joint project working in small groups or pairs with the option of keeping the meeting open whilst everyone works. In addition, creating a company-wide meeting which remains open all day, with everyone muted, enables people to ask questions and discuss ideas when they need to as if they were in an office setting. “Also, instigating daily calls to catch up with staff who otherwise might be on their own helps to break isolation and check employees’ wellbeing,” adds Eric.

4. Audio and visual standards

Raise your webcam to eye-level and your software window towards your computer’s camera for a more natural, friendly look. Plus, ask for feedback about your built-in microphone. Do you need to invest in an external desk microphone or headphones?

5. Connectivity

If your meetings are prone to ‘freezing’ or you constantly receive “your internet is unstable” messages, investigate how you can achieve a more reliable and/or faster internet connection. As well as helping the online meeting experience for everyone ‘in the room’ you’ll also make better use of cloud technology… another vital element of working at home.

6. Assistance

Working remotely can feel lonely… especially when you experience technology problems. Ensuring that your team has access to reliable IT support will ensure the relevant technology works as needed for important meetings. Plus, the availability of IT assistance can reduce stress and increase productivity.

“There are lots of technology solutions that help online meetings offer the functionality and performance that businesses need to work and communicate remotely,” explains Eric. “If you would welcome an informal discussion about how technology can support homeworking within your organisation, please let us know.”