Working remotely completely changes the way teams need to conduct meetings. New challenges arise when you can't have everyone in the same room. You'll need to adapt in order to remain engaging and effective. We shared our insights and learnings we have made from thousands of online meetings as a remote team over the past five years. Link to related YouTube video: https://www.youtube.com/watch?v=Gt7N0K3kvzg

1. How to Run Effective
Online Meetings
(While Working from Home)

2. Agenda
1. Our Team and Our Meeting Requirements
2. Meeting Structure
3. Meeting Phases & Best Practices
4. Meeting Example
5. Web Conferencing Tools (and Other Little Helpers)

3. 3
Our Team and Our Meeting Requirements
Limited time slots
➔ Different Time Zones
➔ Individual daily schedules
➔ No Ad Hoc access
Online availability
➔ Accessibility of Data
➔ Infrastructure (Internet)
➔ Tech affinity (OS, Tools, ..)
Ownership
➔ Context
➔ Clear Goals & Commitments
➔ Clear Responsibilities
➔ Regular sync
We are a team of 22 people, working fully remotely from all over the globe.

4. 4
Meeting Structure
Strategic Meetings
➔ Quarterly Meetings
➔ Monthly Meetings
Tactical Meetings
➔ Weekly Meetings
➔ Daily Meetings
Social Meetings
➔ All hands
➔ Donuts & Coffee
Growth Meetings
➔ 1 on 1
➔ Retrospective
➔ Career conversations
Ad Hoc Meetings

5. 5
Schedule (host)
➔ Define purpose
➔ Define host/audience
➔ Define agenda & share
➔ Define duration
➔ Define time slot & invite
◆ Follow-Up Buffer
Meeting Phases
Meetup
➔ Check In (icebreaker)
➔ Work through agenda
◆ TIMEKEEPING
◆ Moderate discussions
◆ Note decisions
◆ Define action items
◆ TIMEKEEPING
➔ Wrap up
◆ All questions answered?
◆ All action items in place?
◆ All action items owned?
Follow-Up (participants)
➔ Check your action items
◆ Enhance formulation
◆ Schedule work
➔ Schedule follow up calls
Prepare (all participants)
➔ Check agenda/goals
➔ Prepare contributions &
share
➔ Get familiar with other topics
➔ Make sure technic is working
Follow-Up (host)
➔ Reflect the meeting
◆ Your impression
◆ Feedback from
participants
➔ Adapt the meeting

6. 6
Meeting Phases - Indicators for Potential
❏ Participant not part of discussion - Is it the right audience? Is the purpose matching the audience?
❏ Participant repeatingly too late - Is the time slot comfortable for all?
❏ Participant is not prepared - Technical issues? Is the Agenda/Meeting description clear?
❏ Repeatingly running out of time - Timekeeping? Duration? Preparation? Purpose scope?
❏ Repeatingly follow up meetings for part of audience - Audience? Purpose scope? Moderation?

7. 7
Meeting Example - Weekly Growth Meeting
Purpose Sync on last week progress, Define next week goals, Recognize and remove impediments
Host Chief Growth Officer
Audience Head of Marketing, Head of Sales, Head of CS
Agenda Review progress of the last week, Define goals for this week, Discuss impediments, Wrap Up
Duration 30 mins
Timeslot Repeats Weekly
Preparation Update KPI’s, Add Initiatives, Think about obstacles
Follow Up Check if we are on track, Remove obstacles, Plan actions for the week
Ressources Meeting Board (Asana), KPI Board (Google Sheets), Calendar Event (Google Calendar), Video Chat
(Google Hangouts)

8. The Daily Team Meeting
Duration: 5-15 min
Purpose: Alignment & Motivation
Host: Team Lead / Head
Audience: Teams or smaller departments
Agenda:
• What have I achieved yesterday?
• How do I feel today?
• What is my main focus for today?
• I am blocked with/ I need help with
Duration: 5-15 min
Resources: Meeting Board (Asana), KPI Board (Google Sheets), Calendar Event (Google Calendar), Video Chat (Google Hangouts)
Pro Tip: Post your daily goal in a team chat.
8

9. 9
Meeting Example - Weekly Growth Meeting
https://app.asana.com/0/1168431504229665/board

10. 10
Meeting Example - Donut Meeting
Purpose Get to know each other personally, Clean up your head from work
Host 2 randomly chosen team members
Audience The other member
Agenda No Agenda - only one rule, Don’t talk about business
Duration 15-30 mins
Timeslot Ad Hoc, whenever there is a free slot
Preparation -
Follow Up -
Ressources Random chose members (Slack - Slack Bot), Calendar Event (Google Calendar), Video Chat (Google
Hangouts)

11. 11
Tools - Conferencing
Examples of video conferencing software
➔ Zoom
➔ Google Hangouts (we use it at Filestage)
➔ Skype
➔ Microsoft Teams
➔ Slack (we use it at Filestage)
➔ BlueJeans
➔ UberConference
➔ Whereby

12. 12
Tools - Web Conferencing
How to find the ideal web conferencing tool for your needs?
➔ Ease of Use
➔ Ease of Setup (OS, Browser…)
➔ Pricing
➔ Features (Screen Sharing, …)
➔ Mobile Apps
➔ Customer Support
➔ Type of conference (video, audio, …)

13. 13
Tools - Other Useful Tools
What other tools can help with your meetings?
➔ Project Management Software (Asana, …) that
helps managing projects and tasks
➔ Calendar Software (Google Calendar, …) that
helps scheduling meetings and sharing agendas
➔ Content Collaboration Software (Filestage, …) that
helps collaborating on content in real time
➔ Integration tools (Zapier, ...) that help connecting your
different meeting tools

14. Interested in a follow up conversation?
14
Niklas Dorn (CEO)
niklas.dorn@filestage.io
www.filestage.io