Since everyone shifted to remote work, employees have had more meetings than ever before in the office. The National Bureau of Economic Interest estimates that workers have 13% more meetings and that the number attending meetings has increased equally. This growth is without its challenges.
From disruptive backgrounds, violent wifi, and domestic ties, making meetings better can be a struggle for remote groups. Fortunately, Microsoft Groups provides a responsive and flexible platform to help your meetings run smoothly and efficiently.
Here are a few tips to optimize your Microsoft Teams meetings and make the most out of remote work.
Share Your Meeting Agenda
Meetings run smoothly when all participants are on the same page, and explaining the objectives of the meeting and preparing the agenda can increase participation. If you are using Microsoft Groups, include an agenda and an invitation to the meeting, preferably 24-48 hours in advance. In this way, the recipients have ample time to review and come up with their own ideas.
Extend an invitation to internal and external partners
As long as the person has a legitimate business or email address, they can be included in your group meeting. They do not need to download Microsoft Groups to join the meeting; instead, they can click on the link provided in the email invitation. No plug-ins are required.
Index Previous Recording and Notes for Additional Content
If the meeting is repeated, you can access the notes of the previous meeting and record them within the same thread of the group meeting. Meeting participants are automatically added to the thread, so if you need to chat with them or update them on relevant topics, texting before the meeting is a good way to do that.
Adjust your settings
Enabling your video can create a personal and active meeting place. However, it is important to look at certain things before joining, such as:
If your background is full of distractions, use the background shading tool.
If there is an external noise or background disturbance, mute your microphone will help users hear better.
If you need to move slowly, mute your microphone and turn off your camera.
Use the Microsoft Group Rooms
Microsoft Groups help gather your remote employees for shared experiences. These rooms offer a user-friendly experience, rating by participant number, and can be started with a single click.
Record Your Meeting
This allows people who have not been able to attend the meeting to talk about it in the future. Groups also provide writing features, facilitating a quick search of past chat items. The recording is stored in Microsoft Stream and is automatically shared with attendees after the meeting.
Easily share content by sharing your screen
Because Microsoft Teams integrates with other Office 365 applications, it makes it easier to work with your partner in real-time. Screen Sharing is powered by high-fidelity technology, which allows everyone to have a great viewing experience. Collaborative editing in Microsoft Word allows users to edit documents and share feedback with built-in chat features. Teams can translate conversations into 60 languages with the power of AI, keeping everyone on the same page.
Use the Combined Audio Conference
Not everyone has easy access to the internet, making it difficult to call meetings on the go. Microsoft Teams recognizes this common problem and offers audio conferences that support dial numbers in more than 90 countries and 400+ cities. This allows participants to call directly or be added to the conference by an existing member.
Share meeting notes and recordings of delegates
Repeating the meeting is another great way to re-engage participants. You can do this by sharing a recording, taking notes on the meeting notes tab, or following a summary of the project channel. It is important to review the next steps, deadlines, decisions, and key pick-up procedures. Sharing notes also allows anyone who can go there to meet the missed content.
Schedule Tracking Meetings
Meeting success is based on follow-up and outcomes, so before the meeting ends, be sure to plan your next schedule if necessary. You can do this through Microsoft Teams, and participants can RSVP with their calendars in Outlook.
