In Context…

In light of the current environment, I have no intention of waxing poetic (or even directly mentioning) the cause of the current context for remote work and meetings. Assuming a current day reading (2020), there’s certainly no escaping the context. For those reading in the future (and any time-travelers…), you’ll either remember or can easily Google the-virus-which-must-not-be named.

Regardless, remote work (and therefore remote meetings) has been a long growing trend. And with some experience operating between traditional and remote work capacities, here are a couple of brief recommendations on how to simplify remote work. For now, and the future.

If anything, this an effort to ease anxiety for those new or forced into remote meetings, simplify approaches towards remote sessions, and provide encouragement for what’s possible when replacing traditional meetings.

Don’t Overthink Video Conferencing. Phones Work Too.

Zoom, GoToMeeting, Cisco, Facetime, Google Hangouts…If this is a new consideration, you likely have a spreadsheet with the Pros and Cons of different video conference hosts. Downloads of their respective iOS/Android apps are at an all-time high. And they can be worthwhile. But depending on your situation, they also might be overkill.

Consider if you truly need a video conferencing solution. For many applications, a simple conference call can even be better. Either select a host to merge calls, use an existing VOIP conferencing connection, or consider using a simple solution like freeconferencecall.com

And if your conference call line requires a call-in code, make it a part of the phone number syntax to make it easier on those dialing in. Check this out on how to use commas to your advantage… [One-Click Conference Calls]

Also, some etiquette, whether video conferencing or joining conference calls…

Use a Headset. Or AirPods. If you can keep your hands free (and eliminate unnecessary echoes) in your conference, it’s much easier to take notes and be engaged on the call.
Try to stay in one place. Avoid taking a conference call on the road if possible.
If you’re not talking, mute yourself. This will greatly reduce unwarranted frequencies on the conference line.

Look At The Same Thing (With Real-Time Feedback)

Why is a whiteboard magical? It represents unlimited possibility and contains the real-time feedback of a group effort. This used to be difficult to replicate in a remote work environment. While not completely replacing a clean whiteboard and sound of dry erase markers (with one likely about to run out), this is much easier to approximate with the technology of today.

The trick is to use a service that allows real-time feedback and visibility into where the meeting participants are focusing attention. Does your company already use a similar service already? Then stick with it. If not, consider starting with a simple Google Sheet/Google Doc. If you haven’t used a product with real-time updating, prepare to be amazed. The first time you use a technology product in this capacity it will feel like magic.

“Any sufficiently advanced technology is indistinguishable from magic.”
- Arthur C. Clark

A couple of notes if you’re considering the following products:

Google Sheets: Think of a collaborative Excel document in the cloud. Better for use with calculations, working with data sets.
Google Docs: Think of a collaborative Word document in the cloud. Better for meetings focused on language, narrative, agenda with real-time notes

When using Google Sheets/Docs or a similar service, be sure to share the document beforehand with the participants. And request all participants have the document open prior to conferencing in. You may even consider different document sharing permissions (View v. Edit) based on the aim of the meeting.

Still not convinced? Check out the limit-pushing work by the media company The Ringer (namely Jason Concepcion) that won an Emmy for hosting an NBA program based in Google Docs.

NBA Desktop | NBA Desktop - Emmy

That’s It.

Don’t overthink remote meetings. Or meetings in general. Maybe even consider the “old” adage that sometimes meetings can simply be emails. But that’s another post.