Overview with tools, software, best practices and alternatives
What is a Remote Stand-Up Meeting
A remote stand-up meeting is a kind of meeting that does not require the physical presence of the members in one locale. It is done with the use of technologies such as devices and internet access to maintain communication within the team.
Who is doing Remote Stand-Up Meetings and why?
Remote stand-up meeting is a meeting type done by teams that have dispersed members. Such teams are called “remote teams”, “virtual teams”, “geographically dispersed teams”, or “distributed teams”. People who are in different provinces or countries cannot gather for a single meeting.
People are doing remote stand-up meetings in order to keep up their channels of communication, save time, effort, and finance for the company as it can be done online without the need of gathering in a single place.
How to do a Remote Stand-up Meeting
Before a remote stand-up meeting, each member of the team prepares a brief summary of what they are trying to accomplish for a particular timeframe. Short updates about their past, present, and future goals, issues, strategies, activities are also included. This is usually done online with tools like Google Docs or Teamreporter.
In the first part of a remote stand-up meeting, the members take time to read though all the updates from other team members. They check each detail and they usually take note their comments or questions on a particular input their co-member included. After a run through of all the inputs from the members, sharing of information takes place. This process is done efficiently in writing. It is helpful to document information that may be needed later.
Since members have noted their comments and questions on their co-members’ output, it would be easier for them to let their teammates know. Pertinent questions should be asked and team members are requested to ask queries in order of importance.
What are the advantages of doing a Remote Stand-Up Meeting
Running a remote stand-up meeting will save people’s time, effort, and money. They will no longer have to ride to the office for the meeting, since it can be done at the comfort of their home. Running the meeting online does not require expenses for food and travel.
This type of meeting structure is also beneficial because it needs minimal preparation for everyone as members just have to prepare a short update on what they did in a particular timeframe. Since the information has been prepared, team members will just read on the output each member has made. It lessens the time spent on thinking the things one has to say in a live stand-up meeting.
Since there is a specific structure followed in a remote stand-up meeting, the online structure lets the meeting run quickly and smoothly. Members will not have to figure out what topic should be talked about, what things should be said, and who should be the one talking. In addition, since all members have the access to the input made by the other members, every member gets adequate time to have their queries answered. It also ensures that the members’ voices are heard.
Another benefit of a remote stand-up meeting is that information is documented. Since every member enters their updates, comments, and queries in Google Doc, majority of the meeting’s content will be documented and automatically saved for future references.
What are the disadvantages of doing a Remote Stand-Up Meeting
Since a remote stand-up meeting usually operates online, there are two common problems noted. First is the failure of the internet connection. Slow online connection will be adverse to members that are affected because they will not be able to follow the information being conveyed within the meeting. Affected members will miss salient information in the meeting, which may be important to the procedures of the group or the project.
For worse cases, the absence of electrical power and technical problems like poor headphone or microphone hinder the success of a remote meeting since members will not be able to take part of the meeting anymore. In some stand-up meetings, there are no enough words to convey. Because of this, it is recommended that members have a stable internet connection as well as a good set of headphones or microphones.
Best practices for doing a Remote Stand-up Meeting
Effective team managers need to keep in touch with the employees, both in or out of the workplace. It is necessary because stable communication within the team is essential to the team’s success. Leaders have to know if the team is meeting deadlines and accomplishing the designated tasks. Also, it is important for team directors to have an idea of their teammates’ plans as well as existing and potential issues.
There are common practices that make a remote stand-up meeting efficient. Adequate planning is essential. It has to be made sure that the time and the goal of the meeting are clear to all team members. This is for the team to have a timely approach for the meetings, especially those with members working in a different timezone. Clarity of the meeting goal is also substantial, since it lets the members focus on the team’s direction.
In addition to effective planning, accessibility of the equipment to be utilized is also an important factor to a remote stand-up meeting. Since the meeting structure is usually online based, teams either own or are provided with devices such as mobile phones and laptops to aid team members.
How Teamreporter helps at doing Remote Stand-Up Meetings
Teamreporter is a web based e-mail application that utilizes structure by replacing status meetings with schedule report mails. It has an automated format containing essential details needed for the meeting that the member needs to fill-up. Three major points to include are what the member has accomplished at a specific time period, the goals or plans, as well as existing or potential problems that might hamper his progress.
It lets members from remote teams access status updates in a simple and structured method while identifying potential problems as early as possible. This way, the team will be able to set and implement strategies that will prevent or solve such issues. By preparing the automated status progress and conflicts, the team will have a more efficient mode of communication. For bosses, managers, and supervisors, the app will help them oversee the production of the company or team. Since reports generated an archive, it would be easier to monitor the team’s progress, allowing a more efficient mode of motivation.
What are alternatives to a Remote Stand-up Meeting
Remote stand-up meetings are vital to the progress of a remote team. However, geographically distributed teams do not have a more reliable alternative to remote stand-up meeting since these working teams do not have a single physical locale to gather. These teams primarily rely on an internet access to facilitate the meetings and communication among team members.
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