Remote Meetings: How to Make Them Better | Journal

Remote Meetings: How to Make Them Better

July 15, 2024
#meta
 
Understand the Core Issue: The Caucus Problem
  • Technical issues can disrupt meetings but aren't the main issue.
  • The caucus problem: The structure of meetings often prioritizes those who can take the floor, silencing quieter voices.
Common (Ineffective) Solutions
  • One-remote-all-remote: Ensures everyone feels equally remote, but doesn't address the caucus problem.
  • Limiting remote meetings: Suggests in-person ideation, assuming it's superior. This doesn't solve the core problem.
  • Reprimanding interruptions: Targets individuals rather than the systemic issue.
Effective Solutions: Addressing the Incentive Structure
  1. Moderate the Meetings
      • Appoint a moderator who focuses on managing the speaking flow.
      • Ensure all participants have the agenda beforehand.
      • Use a list to manage speaking turns, allowing everyone to focus on listening.
  1. Techniques for Effective Moderation
      • Agenda visibility: Share and display the agenda for transparency.
      • Speaking list: Collect names of speakers in advance or during the meeting.
      • Interruptions: Stop and redirect interruptions to the speaker's list.
      • Equal participation: Actively solicit input from quieter participants.
      • Time limits: Set speaking times and allow Q&A if time permits.
  1. Inclusive Meeting Structures
      • Iteration planning meetings: Follow a structured process where the product manager moderates.
      • Retrospectives: Use a clear process to ensure everyone can contribute their views.
Outcome
  • Self-moderation: Over time, participants will start self-regulating, reducing the need for active moderation.
  • Inclusive culture: Encourages a culture where all voices are heard and valued, improving overall team dynamics and decision-making.
By implementing structured moderation, you can transform remote meetings into effective, inclusive sessions that engage all participants, ensuring diverse ideas and perspectives are heard.