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Finding the right tools to help your team communicate effectively while working from home is the pivotal step in the right direction.
Apart from all these, video conferences help boost productivity, better collaboration and flexibility, reduce travel expenses, and save time.

Measures to adapt to reduce the distance for remote workers

1. Set up a proper schedule for conferences

Every firm needs to have a meeting rhythm. That implies a regular meeting within each team and a general meeting for the entire company, where the exact frequency depends on the person and nature of work. The following could be taken care of:

1. A short and quick daily meeting within each team.
2. A broad weekend meeting within the team or a weekly one-on-one meeting between a team leader and its members.
3. A short weekly all-hands meeting for the whole firm to keep the bond going strong.

2. Know your team logistics

A few logistics items you need to be aware of can help maximum effectiveness in video conferencing as your team shifts from a shared office to a remote workspace.
Have a better understanding of what equipment your employees need to attend the conferences with. Many of them need a laptop and a good internet connection. Sometimes even a smartphone or a tab will do the trick. Good internet is the key, as in many homes, Wi-Fi systems don’t scale well if there is a higher demand on the network. Additional users at home, video conferencing, online classes….well, the need for data are plenty.

3. Setup a Dedicated Work Space

Even though you are working remotely and miss the focus you have at your office desk, remember it can be recreated at home!
It is recommended to create a dedicated workspace, ideally away from the hustle and bustle of your home. Whether it is the kitchen table or a home office, one should feel like it is his/her “workspace.” This is extremely important to help you focus and get into work mode. Remember, in every video conference; you are opening the doors of your premises to the world outside; if you set it up nicely, no doubt it will boost your confidence.

4. Scheduling the right time.

If you cannot maintain a team in your regular conference room, video conferencing can do the trick! Arrange these meetings by scheduling them around morning coffee, lunch breaks, or evening tea-time. This will kick out boredom from your conferences by encouraging participants to share how their days are going.

5. Switch on the video

Video is a perfect virtual tool that improves trust, attention, and productivity. Always remember that your body language, tone, and facial expressions communicate things as much as or sometimes beyond your words. So, lead by example by turning your camera on. And if necessary, take it to the next level by having fun with virtual backgrounds! Remember, people are allowing you into their homes, making sure to create a more personal connection.
Persuade the participants to join with their video turned on even though they will be slightly hesitant at the beginning. Remember, face-to-face interactions are essential for properly engaging the participants throughout every virtual conference.

6. Plan Q&A sessions effectively

Questions and getting feedback in between a video conferencing may spoil the party. Nobody likes getting interrupted, especially on a video conference call. So it’s pronounced to have a dedicated time for Q & A. Each participant at the video conference should be made to have a feeling that his/her voice is as important as anyone else in the meeting, regardless of their physical location.

7. Supplement your conferences with Team Video Call

Try to overcome the absence of physical presence of working next to someone in an office by joining a video conference call with your team members before or after an officially scheduled video conference. That may boost your morale and help you to perform well in a meeting. It is ideal to have a quick 15-minute call for issues or discussions with your fellows, rather than typing out a long message or email.

8. Screen share

Screen sharing is one of the top features helpful for remote teams. Some tools assist you in sharing your screen so that others can see exactly what you are doing. Some of these sophisticated tools even permit people to control another computer remotely. It makes it accountable for remote teams to share knowledge quickly. You can easily convey workflow or data while conducting the meeting, no matter where your teams are spread apart.
Whiteboarding acts as the next level of screen sharing, where remote team members can draw, highlight on the shared screen. These two methods help to turn your video conferences lively and make maximum participation of remote teams. It can ultimately create a feeling that all remote members are in the same room.

9. Meet and message your way

When you need to connect with your colleague to ask a simple question, it is too informal to send an email. You can either make an audio call/video call or even ping them to get their opinion or comments. Communication with anyone outside the organization can also be done seamlessly via the Axionic chat option.
Always remember that finding out a little time out of your day to chat with your colleagues can improve your professional and emotional well-being. It is advised to take time at the beginning or end of a conference to have that water cooler chat. It could be both formal and informal when you come together on a call. In addition to this, it’s a great thing to set up chat rooms dedicated to non-work-related topics for stress relief. Remember to keep these chats alive but not distracting. At times it could be a lonely existence working remotely, and this type of chat room serves the right purpose to hook up to a feeling of social connection.

10. Go mobile

As a result of the pandemic, the collaboration and workforce extend far beyond the office walls. You may find yourself working from your ancestral home or some relative’s home in another state. As remote working is flexible, geographic locations won’t act as a hindrance to your work.
Axionic mobile app is made intuitively to support you, no matter where you are. It helps you to connect with your dispersed team effortlessly. You can join or host a meeting from the comfort of your workspace, on your Android, iOS, or tablet!

11. Cloud recording

When there are a couple of meetings in a day with different teams, it is usual to skip some points. Now, don’t allow this situation to ruin your work quality. Record every meeting so that you can access them any number of times to recollect points. You can also share the meeting with the team members once the session is done.

12. Get outdoors to rejuvenate yourself

Remember always it’s not just the technical things that make your video conferences lively and productive.
Staying rooted in the same room day in and day out could be challenging for anyone, but arranging an outdoor time can make a world of difference to your routine. Step out to get a coffee, go for a walk, hit the gym, watch a movie, and do a spot of gardening, spare some time with family, read a few pages of a book to distract you away from your phone and laptop … Whatever makes you feel good! Fresh air and a change of scenery can reset anybody’s mind — and will give you a valuable boost for the rest of your day and work.

To sum up

It is vital to stay updated with the changing business demands. Make sure any of these situations is not going to affect your work quality. Take full advantage of the technological advancements available today and showcase your potential at its brightest.
Make your meeting productive with Axionic!