Hosting Geographically Remote Meetings...
Don't do it. It won't work. Well, actually, read on...
I'm sitting in a meeting now, with my headset on at my desk, with a group of people sitting in a meeting room in Salford. It's actually working pretty well as remote meetings go, but it's far from ideal.
People in a group:
- rustle paper on the desk, drowning out their voice over the phone
- get up from the table and point at things on the wall, which doesn't work when you're
300200 miles away - use a screen to refer to things, which inevitably isn't shared across location
- make asides to each other in the room
- get distracted with things on your computer
- get fed up saying "I can't hear you" or "I can't see that"
- lose interest in the conversation when you can't hear clearly
- find it difficult to contribute to the conversation because you can't pick up the cues from others that you're contribution is valued
- make sure everyone is on their own phone - this way everyone is similarly disadvantaged so they'll make the appropriate effort to hear and contribute
- don't use any non-shared support materials - screens must be shared, docs must be circulated beforehand, remote collaboration tools like Google Docs for making notes
- use video conference technology, or at least put a camera in the room so everyone can see everyone (also prevents the remote person from working on something else)
- make sure the chair of the meeting isn't in the room with the biggest group - they'll work harder to ensure they understand and follow everything
- travel to the location of the meeting so you're not on the phone