How to organize online meetings and events when you manage a remote team?

Organizing meetings and events are one of the major hurdles supervisor faces when working remotely. However, the use of task management tools, file sharing tools, calendar management, and noise cancellation tools can ensure you get the task done. However, before getting into that, there are certain things that experts advise you to do before, during, and after your meeting. In this situation, you have to pay attention to details. Some of them are small decisions like the conferencing software to use or the tidiness of the meeting agenda could play a major role in how things turn out.

What is new when managing a remote team?

Remote employees management is basically a different ball game entirely. This is because there are several factors to consider which were never really thought of with a physical team. When you manage a remote team, it can be quite challenging as you are almost certain to face two major issues, which are communication and tracking work reviewvaly and productivity.

Arguably the greatest barrier, online communication skills when managing a remote team are completely different compared to an onsite team’s. Also, because it is very key and critical to the success of a team, you have to develop new methods to effectively gather information from each member concerning what they are working on.

The differences between onsite and remote team management

The major difference between onsite management and when you manage a remote team is the lack of direct contact. This cuts across several areas of the relationship between a manager and staff. Some differences include:

  • Clarity
  • Communication
  • Connection
  • Virtual leadership
  • Managing expectations
  • Catching weak signals

With all this, ways to facilitate online business management have been developed

To what extent does technology have changed the way we conduct business?

Technology has practically transformed the way businesses run in several ways, especially through remote work. Basically, remote work is possible due to technology, therefore, you need the very best of tech to practice seamless remote connection. The trick is all about exploring till you find the right application or platform that facilitates easy communication and tracking in your line of work.

The new codes for remote meetings in 2021

Due to the nature of remote meetings in 2021, it is important that they are guided by certain codes. Some of the best at the moment include clarifying team expectations, scheduling to match the teams’ dynamic job description, and sending out the agenda beforehand.

Productive remote business team meetings

Productivity should be your major target during business meetings, therefore, there are some aspects you must focus on. To have productive remote meetings, adhere to the following:

  • Organize frequent video meetings for more empathy;
  • Take advantage of collaborative tools like screens sharing, laser pointers, and document annotation;
  • Have a note taker;
  • Save every video to an archive;
  • Keep track of tasks advancement;
  • Determine and organize the next steps with the team.

Doing these would surely transform your business meeting productivity.

Video meetings with potential customers, how to proceed?

Organizing a video meeting with potential customers is basically about hitting the nail on the head. In preparation for the meeting, start by highlighting your products or services with specific collaboration tools. This should show them why they should listen and opt for what you say. Also, remember to set the date and time of the meeting, preferably through a timely calendar invitation.

What about the customer supports and after-sales services when working remotely?

After-sales services when working remotely should adequately consist of a customer support team that would be on ground 7/7. Also, ensure you make use of collaboration tools while rendering support to customers, and also offer them a video option if they prefer more than just a phone call

How to organize a remote business event

Organizing a remote business event is all about getting the little details right. It all boils down to your preparation for the event and how you decide to execute it. There are a couple of things you should do before the time, during, and after it to successfully organize a remote event.

The important tips before the event date

Here are some of the important things to do before the event date:

1. Set the date

Choosing the date is certainly the first step to successfully organizing a remote business event. However, it is important that you do it early enough to allow time for adequate planning.

2. Run through the press and social network advertising

Certainly, no one would come if they have not heard about your event. This is why the press and social network advertising is important as it helps you get the word out there, ensuring that kind of people you intend to attract, gets the message.

3. Elaborate registration procedures

Lastly, this is all about elaborately stating out the registration procedures, if any. Doing this ensures that everyone knows what to do in order to get on board with the event, and you don’t lose participants due to miscommunication. This helps you organize online events successfully.

Also, ensure that you give as much information as possible about the event starting from the speaker names to their professions, backgrounds, and current positions. Remember to include the talking points of the program as well as the duration. Basically, include as many details as possible.

What to do during the online event

Here are some tips on the best things to do during the online event:

  • Set up an info help desk

An info help desk ensures that event participants have a place to turn to in the face of difficulties. Basically, it should be handled by an agent with good customer service ethics.

  • Acknowledge people presence

Just like onsite meetings, it is important that you acknowledge the people present in the remote business event. This gives out a strong courtesy signal and ensures you do not lose anyone due to poor recognition.

  • Ensure there are no transmission errors

What’s the point of a remote business event if no one can hear you? This is why you need to take time out to check and recheck if people in the event can hear you. If they can, fix the issue as soon as possible.

Requesting feedback is one of the ways to keep your audience engaged and focused throughout the event. At strategic points in your presentation, ensure you remember to ask for immediate feedback.

  • Get the audience to participate with comments and questions

Lastly, engage your audience with questions.

The do to list once the online event is over

Your work doesn’t stop after the online event is over. You still have to do the following:

  • Create an emailing list for a frequent newsletter ;
  • Raise awareness for the next event;
  • Request general feedback ;

These are general follow-up practices that increase your chances of conversion.

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