How To Conduct Proper Online Team Meetings

how to conduct proper online team meetings

It’s been almost a little over a year since many businesses have introduced the concept of remote working with their employees. With that shift, team meetings have also moved online and some are finding it difficult to deal with this particular change. In this article, we’ll be sharing how to conduct online team meetings properly. 

 

Team meetings are necessary to ensure that colleagues are on the same page when it comes to work-related matters. Brainstorm sessions, check-in meetings and the likes going online have created a bit of a hassle for many to get their message across effectively. 

 

As such, this written piece will provide you with some tips on how you can conduct proper online team meetings effectively when working remotely or from home.

How will you conduct a proper online team meeting?
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Word of advice

As an individual who is looking to get hired in Singapore, it is important to ensure that you are abiding by the rules and regulations as stipulated by the Ministry of Manpower (MOM) when working locally. There are certain factors you will need to consider when making such a decision. 

Some of these factors include the Central Provident Fund contributions, applying for specific pass types for different categories of employees and your daily/weekly working hour limits. 

If you ever find yourself in doubt on the topic, feel free to contact the customer service staff at MOM. You can do so either over an email or a phone enquiry to have your questions answered.

 

Better to be safe than sorry, after all! Lest the slight negligence costs you or your company its license to operate/work in the country!

 

If everything is looking good, let’s jump right into the piece!

1. Establish the agenda

Some things don’t change, even if you have to take your team meetings online. The basic structure of how you conduct a meeting should not change regardless of the medium. 

With that being said, working online can bring in distractions like background noises and the sudden cameo appearance by pets to the forefront. This may make it difficult to get the things on your checklist across. As such, the best way to ensure everything runs smoothly is by establishing the agenda beforehand. 

Send out an email or quick text that will summarise the purpose and points you expect the meeting to cover. This will balance out everyone’s expectations and give the team a structure to adhere to. 

 

Should disruptions occur, colleagues will know to pick up from where they left off afterwards.

2. Choose your participants wisely

Just because an online team meeting defies the limits of physical space doesn’t mean that you need to get the whole firm onboard. Choose your meeting’s participants wisely. 

Get only the people you really need to join the online meeting and this will help to boost everyone’s productivity levels. The more individuals you have in a chat room, the higher the chances of interruptions and distractions. 

 

With the right participants in online team meetings, you’d be better able to control how much time is spent on the agenda of the day. For these reasons, create a list of individuals you want to rally together and make sure to only invite them as needed.

3. Take advantage of digital tools

One of the great things about conducting online team meetings is that it allows you to take advantage of digital tools. Encourage your colleagues to use these tools in order to streamline your communication process. 

Use Google docs, sheets, slides, and other similar platforms to collaborate collectively on a project. Likewise, take advantage of the chat functions included in Zoom and other communication channels to cut down on potential noise. 

Share your screen when necessary instead of trying to use ambiguous words to express yourself. This can help to save precious time and energy that can be invested into other matters. 

 

If and when using a new digital tool, spend some time playing around with this new software to learn some tricks that you can share with others. This will help everyone get along better when working online remotely or from home!

And there you have it – a piece on how to conduct proper online team meetings when working remotely or from home! With this compiled list of 3 ways to conduct better online team meetings, we hope you now have a better idea on how to communicate more effectively with your colleagues!

We hope this article has helped to calm some of your nerves/troubles as you look forward to your next online team meeting. Wishing you the best of luck!

If you’re on the lookout for jobs within other industries that are nonetheless located in Singapore, here’s an article that shares with you the top 19 job portals in Singapore.

No matter the industry or the position, remember to visit GrabJobs to find a job opportunity in Singapore easily!

Valentin Berard

COO at GrabJobs. Valentin leads strategic and operational activities regionally. Background in Business Development and Recruitment. Passionate about social innovation, he constantly strives to find solutions to real-world problems through harnessing smart technology. Read more: https://www.linkedin.com/in/valeberard/