Remember when you had to rush to a conference room, fight traffic, or even hop on a plane just to discuss things that could’ve been solved with a simple conversation? Sounds like a thing of the past, right? Well, it's kind of is—thanks to remote meetings.

To the Millennials and Gen Z people, who have grown up in a world of fast technology and flexible working arrangements, the ability to connect and collaborate online is almost second nature. No more crawls to make meetings in time or hours of travel to get to a venue. All a person needs today is a laptop, a stable Wi-Fi, and he is all set.

In this article, we will be explaining what a remote meeting is and giving some tips for remaining efficient and productive with every session. We take a closer look at technology that is the reliable backbone of such collaboration, which provides a guarantee of success in each remote collaboration and instills confidence in working from any location.

What is a Remote Meeting?

In a remote meeting, people come together to talk, discuss and work on something. Instead of being in the same room, they do it online. This allows people in the same organization working from anywhere to join in important discussions regardless of their locations.

We have many meeting software platforms available over the internet. A few of them are Zoom, Google Meet, Microsoft Teams, and Skype. These tools enable people to see each other, talk, share screens, and collaborate as if they were sitting in the same room.

While remote meetings existed before the pandemic, COVID-19 gave them significant fame. During lockdowns, these meetings proved to be the perfect solution for teams looking for flexibility, convenience, and freedom from being tied to a single location.

What used to be in-person meetings, where teams had to travel or use public transportation to meet up with clients, are now being conducted online. This saved time and reduced hassle while allowing teams to easily work together.

Nowadays, every business operating on a fully remote or hybrid model uses remote meetings to keep teams connected. The wide uses and adaptability of these tools show how important they are to businesses, which have to be successful in today's world.

How to Set Up Online Meetings?

Setting up a meeting can be as simple as starting a Skype call or Using Google Meet for a scheduled video conference. Many platforms aid you in planning meetings for employees dispersed across remote locations. They adapt to your needs, allowing you to tailor the process to your specific requirements, whether a short call with a few attendees or a large video conference with multiple employees.

To set up an online meeting, you can:

1. Choose a Platform

Consider platforms considering your ease of use, security, scalability, and compatibility with existing tools, if any. Commonly used tools for online meetings are Google Meet, Microsoft Teams, and Zoom.

2. Enter Meeting Details

Choose a preferable time, date, and duration for the meeting.

3. Send Invitations

Invite participants ahead of time so they can plan to attend. Some platforms may send invitations automatically.

4. Prepare Your Space

Set up your room by improving the lights and background. Make sure the space you choose has minimal distractions.

An agenda is necessary for a meaningful virtual meeting to ensure a focused discussion. Every participant should prepare beforehand to discuss and contribute during the conference. A list of deliverables and critical points of meetings should also be noted. A recording or notes should be shared if an employee or team member is unavailable during the meeting.

How to Choose a Meeting Tool for Your Team?

Choosing a tool for the hybrid teams to engage in online meetings is essential. Start considering tools that compensate for your team’s remote meeting experience. Brainstorm your requirements for a platform. Check if you need a platform with additional features like screen or file sharing or a straightforward remote meeting tool with video or audio conference calls. Apart from these, the following are the questions that you need to consider when choosing:

Ease of Use:
Choose a tool with an easy-to-navigate user interface to minimize the learning curve. Ensure It's compatible with smartphones, laptops, and tablets.

Security & Privacy:
Consider a tool that protects your data and conversations throughout the meeting. The online meeting tool should only offer access to people you invite to ensure privacy.

Integration with Existing Technology:
Your online meeting tool should be compatible with other technologies that you use in your organization. Such as OneDrive, Google Drive, Google Calendar etc.

Cost:
Although most online meeting tools are free initially, choosing a tool that fits your budget and team size is also necessary. Compare the prices of different tools and select what fits your budget and needs. 

Top Remote-Meeting Tools:

With the boom in the industry transitioning to the new work setting, (i.e.; remote and hybrid work models) the requirement for virtual meetings has become crucial for effective communications.

Where there’s a higher demand, there’s more supply. That’s why there’s no wonder you’ll find hundreds of thousands of online meeting tools including many that you don’t need.

So, we’ve listed some top remote meeting tools that’ll suit you best.

1. Zoom: Conduct meetings with high-quality video, clear audio, and instant screen-sharing capabilities.
2. Google Meet: Experience seamless integration with other Google services, high-quality video, real-time captions, and secure encryption.
3. Microsoft Teams: Exceptional collaboration features, including chat, video calls, file sharing, and integration with Office 365, enhancing productivity across workspaces.
4. Cisco Webex: Utilize integrated audio, video, and content sharing for a lifelike meeting experience.
5. GoToMeeting: Enjoy HD video conferencing and screen-sharing, with various options for attendees to join.
6. ClickMeeting: Connect via any browser, share screens effortlessly, record meetings, and upload/share documents with attendees.
7. StartMeeting: Host HD audio conferences and online meetings featuring screen-sharing, video conferencing, international services, customization options, and co-branding.

Most of these tools also offer free trial, so before you choose one, we’ll recommend checking out trials.

Examining the Effectiveness of Remote Meetings

Virtual meetings are proven to have an upper hand over in-person meeting. An in-person meeting takes time to prepare, and most people need to be at the same place at the same time, hence the commute. Virtual meetings require a personal computer, laptop, or even a smartphone with stable internet that can be used for a meeting. This not only saves time but also saves the cost and space required. The following are the benefits of remote meetings:

Easy and Convenient:
Virtual meetings are more convenient for hybrid teams. They allow for flexibility in schedules, accommodating different time zones. If some individuals cannot join the meeting, they still benefit from critical points of the meeting through recordings and notes.

Global Collaboration:
Companies with global teams can connect through remote meetings and collaborate. This will promote a sense of connection and increase productivity.

Accessibility:
Virtual meeting tools incorporate features like closed captioning, screen reader compatibility, and keyboard shortcuts to support team members with disabilities. They support multiple languages, making participating easier for team members who speak different languages. Additionally, these tools are accessible via mobile devices, allowing team members to join meetings from anywhere.

Time-Efficient:
Conducting meetings online means everyone can join, no matter where they are. This leads to more ideas and focused conversations. This saves more time compared to in-person meetings.

Sharing files/screen:

Meeting tools provide features like sharing files and screens. Making it easier to present slide decks or important documents during remote meetings. This means everyone has access to information in real-time ensuring everyone is on the same page.

Conclusion

In a nutshell, virtual meetings give teams a chance to work beyond geographical boundaries through features like video conferencing, screen sharing, and real-time file sharing.

The adoption of remote meeting platforms fosters agility. The various tools involved offer flexible ways of setting up meetings besides ensuring that all team members can access the meeting. Flexibility increases productivity since it excludes operational costs like traveling or physical meeting spaces.

This, in turn, creates a culture where teams of diverse natures discuss effectively and are involved in decision-making processes.

The conclusion is that as more and more businesses start embracing digital transformation, remote meeting tools will play a strategic role in the success, resilience, and continued growth of the digital era.