The COVID-19 pandemic has forced companies around the world to embrace remote working, and redefine engagement with teams. But working remotely doesn't have to be so bad. In fact, during this period of remote working, many aspects of our daily lives are actually more efficient. For example, meetings start and finish on time! And travel is no longer a problem.

Think back to the last virtual meeting you attended. How did you feel at the end?

Like this?

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This feeling can be summed up by the term virtual distance, which refers to a sense of psychological and emotional detachment that gradually builds up the more we interact with each other through screens. Now that we've become dependent on screens for all our professional and personal communication, it's only logical that we should feel more tired and detached than ever.

3 factors that impact virtual distance 

• Geographical distance (e.g. time zone differences)
• Technical distance (e.g. poor wifi connection, microphone problems, etc.)
• Emotional distance (e.g. sense of belonging or isolation)

As managers, we have very limited control over our team members' personal experiences of the first two factors. If Ivan's Zoom no longer works, or Marion is in a different time zone and can't attend a meeting, there's not much we can do about it. But what we do have some control over is the emotional experience of our team members. 

The 3 main aspects that managers should focus on to create a positive emotional experience are :

• Energy (i.e. participants don't fall asleep)
• Participation (i.e. every team member feels empowered to express their opinions and concerns)
• Collective belonging (i.e. participants don't feel isolated behind their screens)

3 remote meeting formats : 

• Sharing sessions (e.g. webinars, inspirational conferences, training modules)
• Discussions (e.g. team and project meetings)
• Group work sessions (e.g. brainstorming, creating action plans, collecting feedback)

Here are a few tips that apply to all formats:

• Assign roles. 

To successfully facilitate a remote meeting, three different roles need to be fulfilled: the main moderator, the "timekeeper" and the note-taker/chat manager. Divide the tasks between one or two friends, and better still, take on another friend to be responsible for resolving technical problems.

• Anticipating flows 

Make sure you have a clear idea of the narrative flow (how you're going to start, maintain attention throughout and end with a decisive conclusion), energy flow (balance passive, active and interactive moments) and attention flow (does your meeting last more than 45 minutes? Plan a break halfway through so that participants can stretch their legs or have a snack).

• Start with a few basic rules 

Get started by outlining the agenda (and breaks), the technical set-up (camera on/off, microphone muted when not speaking, view in gallery mode, etc.), and the rules of interaction (should participants use the chat to ask questions? Or use the "raise your hand" function?)

• Fill your toolbox 

Every facilitator's toolbox should include an energizing element (e.g., a physical warm-up, a game, etc.), virtual boards (at NUMA, we like to use Mural and FunRetro), breakout rooms, and live voting. You don't have to use them all in the same meeting, but make sure you feel comfortable using them if and when it makes sense.

Can remote meetings be fun and effective?

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Here are a few tips for each remote meeting format:

Sharing session 

Your goal: 

Create an enjoyable experience with different levels of participation. Allow passive observation but seek active participation.

Advice :

• Call a friend (or a few) 

Host your webinar as a duo to make your presentation more dynamic and "real" (bonus: you feel less alone). Just be sure to clarify your roles in advance (e.g. moderator, chat manager, time keeper). And maybe even get another friend to be in charge of technology (just in case).

• Be authentic and energetic 

Introduce spontaneous moments into your meeting by using personal anecdotes or "confessions" to make your topic more accessible and engaging. We recommend exaggerating your energy level slightly to make it contagious!

• Don't be afraid of technical problems - take responsibility for them!

Don't know how to use Zoom's Q&A function? Turn it into a fun and accessible learning experience for your team.

Facilitating discussions

Your goal: 

At the end of the meeting, all participants feel they have been heard and agree with the final decisions taken.

Advice :

• Camera on 

Ask your participants to have their cameras on and to show everyone in "gallery mode" when they're not sharing their screen. This will enable you to read non-verbal cues and adjust your message accordingly. Plus, it'll give your participants a reason to get dressed in the morning!

• Use "connectors " to encourage a positive group dynamic

Ask participants to share something fun they did this weekend, the book they're currently reading, or a new routine/pass-time/guilty pleasure.

• "Pass the microphone 

Give the floor to a specific participant (avoid "Who wants to go next?"), or go around a "virtual table" so everyone knows exactly when their turn to speak will come. That said, don't be afraid to have moments of independent working silence (e.g., "Let's each take 3 minutes to think about their proposal").

Group work sessions

Your goal: 

End the meeting with a formal, high-quality deliverable.

Advice :

• Give free rein to your creativity 

Think of your agenda as a series of divergences and convergences. Alternate between individual and group work, and play with different cognitive styles (e.g., analytical, critical, creative, collaborative, etc.) throughout your meeting.

• Keep the rhythm 

Our attention span is even shorter when we're working remotely, so cut your speech by a third (i.e. a 30-minute speech becomes a 20-minute speech) and infuse transition moments with extra energy. "Are you ready? Let's go !"

• Choose the right tool(s) 

Define the deliverable and ask participants to work directly in the selected format (e.g. slide template, Mural, Excel). Be sure to ask one person to be 100% dedicated to note-taking, and to distribute the notes at the end of the session.

Managing a remote team, and keeping them engaged, is no easy task. The COVID-19 pandemic accelerated the remote working model, and showed us that we are resilient, malleable and innovative in the face of unforeseen circumstances.