How to Make the Most Out of Remote Meetings

Remote meetings are here to stay. Whether you're managing a team, running a client call, or collaborating across time zones, virtual meetings are the backbone of modern communication. But let’s be honest—most remote meetings are either too long, too disorganized, or simply unproductive. So how can you make sure your next one is worth everyone’s time?

Here’s a breakdown on how to make the most out of remote meetings—from preparation to follow-up.

1. Set a Clear Agenda (and Send It Ahead of Time)

Definition: 

An agenda outlines the key topics and goals of a meeting.

Why it matters:

An agenda prevents your meeting from becoming a free-for-all. Share it at least 24 hours before the meeting so attendees know what to expect and can come prepared with questions or updates.

Pro Tip:

Use bullet points with time allocations for each topic to keep things on track.

2. Assign Roles in Advance

Definition:

Meeting roles include facilitator, timekeeper, note-taker, and decision-maker.

Why it matters:

Having designated roles keeps the meeting organized and reduces the burden on any one person. It also ensures accountability for follow-up actions.

Pro Tip:

Rotate roles regularly to keep engagement high and develop your team's skills.

3. Be Mindful of Time Zones and Timing

Definition: 

A considerate meeting time respects everyone's work-life balance.

Why it matters:

Scheduling a meeting that forces someone to log in at 6 AM or 10 PM affects morale and performance.

Pro Tip:

Use tools like World Time Buddy or Calendly to find overlapping availability.

4. Use the Right Tech Tools (and Test Them)

Definition: 

Tech tools include platforms like Zoom, Google Meet, Slack, Notion, and Miro.

Why it matters:

A glitchy connection or unfamiliar platform can derail the momentum of even the most important meeting.

Pro Tip:

Always test your camera, microphone, and internet connection five minutes before start time.

5. Start with a Quick Icebreaker or Check-In

Definition:

Icebreakers are short, fun questions or updates to warm up the group.

Why it matters:

They build rapport and humanize the virtual environment, especially if you’re working with a remote team that doesn’t interact daily.

Pro Tip:

Try prompts like “What’s the best thing you’ve read or watched this week?” or “What’s your current workspace snack?”

6. Keep It Concise and Outcome-Focused

Definition: 

Every meeting should aim to inform, decide, or solve—not just discuss.

Why it matters:

Meetings should be a tool, not a time-sink. Staying outcome-focused ensures that you're not just talking but actually moving projects forward.

Pro Tip:

If a topic goes off-course, say: “Let’s take that offline and revisit it after the meeting.”

7. Record the Meeting (When Appropriate)

Definition: 

Recording captures the full conversation and is helpful for absentees or future reference.

Why it matters:

It saves time for those who couldn't attend and acts as a training tool or record of decision-making.

Pro Tip:

Let everyone know you’re recording, and share the link afterward along with a summary of key points.

8. End with Action Items and Owners

Definition: 

Action items are follow-up tasks with clearly assigned responsibilities.

Why it matters:

Even a great meeting is pointless if no one follows through. Action items ensure ideas turn into execution.

Pro Tip:

Use a shared document or task management app (e.g., Asana, Trello) to track ownership and due dates.

9. Evaluate and Improve

Definition: 

Post-meeting evaluation helps improve future sessions.

Why it matters:

Gathering quick feedback shows you care about people’s time and helps refine your meeting strategy.

Pro Tip:

Ask one question in a follow-up email: “What’s one thing we can improve for next time?”

Final Thoughts

Remote meetings can either be the most productive hour of your day or a black hole of time. The difference? Preparation, clarity, and follow-through. When you treat virtual meetings with the same intentionality as in-person ones, your team—and your bottom line—will thank you.

Need help managing remote teams or optimizing your digital workflows?Reach out to us at Aesthetic Concepts Consulting for consulting services tailored to modern operations.