We’re getting on more conference calls today with more office staff working remotely. But too many conference calls are disorganized, don’t have a clear purpose, and might seem unnecessary to some attendees. In this post, we’ll help you get your meetings on track so you can accomplish more not just in the meeting but also as you complete the projects you’re discussing.

1. Limit meeting attendees

The more people you have in the meeting, the more it turns into a presentation the host is giving with everyone else just listening. It’s more difficult to have conversations without people talking over one another. And, it’ll be more intimidating for people to unmute and speak up, leading to long silences.

Decide who the decision makers are and meet with fewer people, then send meeting notes to everyone who needs to know what’s happening next. Be open to having one-on-one or small group discussions after the high-level call.

2. Have an agenda

Before you start any meeting, bring a bulleted list of exactly what you need to get through. Allot a certain amount of time to each item by dividing the meeting time by the number of points. Get comfortable with phrases like “we only have another 3 minutes on this topic” and “we need to wrap up on this and move on” to cut down on losing the topic at hand.

Consider emailing attendees your planned agenda ahead of time and giving them time to send you any preliminary thoughts that might change the meeting or help you keep it on track. And use the agenda to decide if a meeting is even necessary.

3. Decide if you need to have it at all

One of the biggest complaints of office workers today is that there are too many meetings that are unnecessary or could have been quick conversations or emails. By outlining your agenda, you’ll find which questions you need answered by whom – and you can talk with them directly ahead of time to cut down on what you need to meet about. Don’t be afraid to cancel a meeting and send an email instead, sharing that you can meet if someone finds it necessary.

4. Leave with action items

Don’t wrap up a meeting until you know exactly who is on point for which items. Go through your agenda and identify the tasks that need to happen next, who will be doing them, who will be assisting or editing, and what the due dates are for review and delivery. If you leave a meeting without any action items, then the meeting might not have been as effective as you thought.

If people leave without any action items, consider if you need them to be in future meetings on the topic or if it makes sense for them to just get the recap afterwards.

5. Send a follow-up email

After the meeting, send an email to all attendees with a recap of what was discussed, what decisions were made, and why. Often, decisions are made verbally and later contested because people don’t remember the decision happening or why. Put it in writing so that you can refer to what happened and cut down on unnecessary follow-ups.

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Coupled with the rise of open office plans and long commutes on shared transportation, it’s smart to tell employees to stay home. Not only will this help them stay healthier, but it will also keep sick employees from infecting other employees and others in your local population.

We hope that the increase in remote workers during this crisis will remain long after the sickness passes. However, we also know that for many people, working remotely for long stretches at a time can be daunting when you’ve never done it before. That’s why we’re putting together a few best practices for employees that are working from home for the first time.

1. Be Mindful of the Positives

If you’re a social butterfly, it’s okay to fear feeling a little isolated during this time. However, focusing on all the benefits of working remotely can help balance your mindset and find more joy in working at home. If you find yourself eating out or going out to coffee a lot during the workweek, notice how much money you’re saving or how much healthier you feel eating home-cooked meals. Enjoy being able to heat up lunch on the stove instead of in a shared microwave.

2. Make the Most of Your Extra Time

On average, Americans spend about 26 minutes commuting – that’s almost an hour a day! Choose what to do with this new time that you won’t be spending behind a wheel and the money you’re saving in gas, tolls, or transit fees. To fend off the new lonely feelings you might be getting, use that extra time to go for a walk and call a friend, meet someone for coffee or tea, or cook a meal with someone.

3. Be Present in Meetings

You might be seeing an uptick in virtual meetings as people adjust to not being able to have spontaneous conversations with a group. When you’re in these meetings, stay present. Don’t look at your phone or other websites and take notes. Send follow-up emails detailing the steps your group decided on so that everyone stays on the same page. You may find that you become more efficient than you were before!

4. Rely on Your Technology

Most companies use an integrated mail, calendar, and file suite plus tools like task managers, chatting, and more. Resist the urge to ping someone, “can you help me find this file?” or “when is this due again?”. Keep meticulous notes and update your task statuses. Use add-ons like Boomerang for Gmail to return unanswered messages to the top of your inbox or functions like Slack’s remind feature to keep on top of your tasks. While you may feel out of sorts in the new environment, you can stay on top of your tasks with a little elbow grease.

5. Minimize Distractions

When your brain has equated going to work as a sign to get into “work mode” and being at home as “chill time,” sometimes it can be tough to get focused. Research Chrome extensions like pomodoro timers and website blockers so you don’t accidentally end up shopping online or getting distracted for too long. Schedule out your to-do list a little more than you normally would to make sure you’re getting the same work done in the same amount of time as before.

6. Keep Work and Home Separate

Longtime remote workers report that one of the big issues they faced was feeling like there isn’t a separation between home and work. Set concrete hours for your working time, lunch time, and off time, like you would at the office. And if you’re in the habit of eating at your desk, this could be a good time to try and reset to close your computer and walk away for 30 minutes. Set your Slack and email notifications to do not disturb after certain hours, and consider removing work apps from your cell phone so you aren’t tempted to peek a them after hours. Try to keep your working area separate from your sleeping or resting area, so you can fully disconnect at the end of the night.

We hope that businesses are taking all the necessary steps to help control the spread of all illnesses – not just the new coronavirus. Even when home alone, remember to wash your hands, wipe down your computer, phone, and other surfaces, and stay up to date with the latest CDC recommendations.

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