Best Practices for Remote Team Meetings

Your next 1-on-1 is either building trust or breaking it. Most managers treat them like status updates. Most employees see them as obligations. After years of leading teams through growth and crisis, I've learned the truth: The best 1-on-1s aren't meetings. They're investments in human potential. When done right, these 30 minutes can transform: • Disengaged employees into champions • Surface problems become solutions • Good performers into great leaders Here's how to make every 1-on-1 count: For Managers: 1/ Start human, not tactical "What's on your mind?" beats "What's your update?" every time. Let them drive the agenda first. 2/ Listen like your success depends on it Because it does. Their challenges are your early warning system. Their wins are your team's momentum. 3/ Ask the question that matters "What support do you need?" Then actually provide it. Trust compounds when promises are kept. For Employees: 1/ Come with intention This is your time. Own it. Bring your real challenges, not just safe updates. 2/ Share what's actually blocking you Your manager can't fix what they can't see. But come with potential solutions too. It shows you're thinking, not just venting. 3/ Talk about tomorrow, not just today Where do you want to grow? What skills are you building? Make your development their priority. Great 1-on-1s don't just review work. They build relationships. They surface insights. They prevent fires instead of fighting them. The game-changer most miss: End every 1-on-1 with absolute clarity: 📌 What are the next steps? 📌 Who owns what? 📌 When will we check progress? Vague endings create frustrated teams. Your people don't need another meeting. They need a moment where someone truly sees them, hears them, and helps them win. Give them that, and watch what happens. What's one thing that transformed your 1-on-1s? ♻️ Repost if this changes how you approach 1-on-1s Follow Desiree Gruber for more insights on storytelling, leadership, and brand building.

Most 1:1s fall apart because they slowly turn into weekly status updates…or low-key therapy…or a mix of both. And once that happens, they start feeling VERY skippable. If you want your 1:1s to do more than just fill time, actually help your team learn and make progress, this is a format that actually works. Think of this as a guide, not a script. You won’t hit every point every time. A 1:1 format you can actually use every fortnight: 1️⃣ What’s been on your mind since we last spoke? Sets the tone. Human, not performative. 2️⃣ Where has work felt a bit stuck or harder than it needs to be? Keeps the conversation practical, not venty. 3️⃣ What are you trying to get better at right now? Keeps learning alive without turning the meeting into a goal-setting exercise. 4️⃣ What progress have you noticed, even small? Builds momentum without turning it into a performance review. 5️⃣ What’s one thing you want to move forward before we meet again? Light accountability with one clear next step. 6️⃣ What support do you need? No guessing plus support can come from anywhere. This works because it’s not about covering everything. It’s about making the time useful. Some weeks you’ll spend most of the 1:1 on one question. And some weeks you might move quickly through a few. Either way, you're having a way better conversation about learning and progress, plus what you both want out of work. If your 1:1s have been feeling a bit *optional* lately, try this next week. And if you know a manager whose 1:1s have quietly turned into calendar clutter, share this with them. #microlearing #managertips #workadvice

Many early career professionals walk into 1:1s and wait for their manager to lead 🥸 Then, they leave wondering why nothing changes or why the conversations don't seem to take them anywhere. 1:1s are essential for providing momentum to your work, checking in on important topics and projects, and ensuring the development of a sound working relationship between you and your manager. Here are 3 things you can incorporate into your 1:1s to make them more effective ⬇️ ➡️ "Here's what I'm working on, and here's where I'm stuck." Reporting tasks is fine, but this doesn't necessarily show your accomplishments or outcomes. I like to share a specific challenge I've encountered since our last conversation and what I've already tried to navigate the challenge. This demonstrates initiative, problem-solving skills, and gives your manager something tangible to support you with. ➡️ "I'd like feedback on [specific thing]." Vague requests get vague answers. Dancing around a problem or a topic that you need straightforward insight on is worth asking about directly. Talk with your supervisor about a particular project, presentation, or skill. "How did I do on the report I shared with you on Tuesday?" is better than "Do you have any feedback for me?" ➡️ "I'm interested in [opportunity/skill/project]. What would help me get there?" Your supervisor may have some ideas about what you can work on and what you might be interested in, but they can't read your mind. If you want to grow in a certain direction or learn a new skill, speak up about it. Ask your supervisor what steps, people, or visibility would support your professional goals.

Have you ever felt like the spark of genuine connection gets lost through a screen? Remote work offers flexibility, but it can also create a sense of isolation. We often assume that productivity follows naturally, but without intentional culture-building, our teams might end up feeling like a series of disconnected voices rather than a unified group. In my own experience, setting aside time for informal virtual hangouts—whether it's a weekly coffee chat or an online game session—has made a world of difference. It wasn't just about killing time; it was about building trust and showing that behind every email is a real person with thoughts, quirks, and stories. Here are a few culture-building tips for remote teams: • 𝗦𝘁𝗮𝗿𝘁 𝘄𝗶𝘁𝗵 𝘀𝗺𝗮𝗹𝗹 𝗽𝗲𝗿𝘀𝗼𝗻𝗮𝗹 𝗰𝗵𝗲𝗰𝗸-𝗶𝗻𝘀: A quick question like “How's your day going?” can open up conversations that lead to lasting bonds. • 𝗖𝗲𝗹𝗲𝗯𝗿𝗮𝘁𝗲 𝘄𝗶𝗻𝘀 𝗮𝗻𝗱 𝗰𝗵𝗮𝗹𝗹𝗲𝗻𝗴𝗲𝘀: Recognize not just professional achievements but also the obstacles team members overcome. It demonstrates collective resilience. • 𝗘𝗻𝗰𝗼𝘂𝗿𝗮𝗴𝗲 𝗶𝗻𝗳𝗼𝗿𝗺𝗮𝗹 𝗶𝗻𝘁𝗲𝗿𝗮𝗰𝘁𝗶𝗼𝗻𝘀: Create dedicated channels or virtual spaces where team members can share non-work experiences—music, recipes, or even pet stories foster genuine connection. • 𝗛𝗼𝘀𝘁 𝗿𝗲𝗴𝘂𝗹𝗮𝗿 𝘃𝗶𝗿𝘁𝘂𝗮𝗹 𝗺𝗲𝗲𝘁-𝘂𝗽𝘀: This can be structured (team meetings with a twist) or unstructured social hours where the conversation flows naturally. What are your go-to strategies for creating a strong remote culture? Share your experiences or tips in the comments—I’d love to learn how you’re making remote work feel like home.

Most 1:1 meetings feel like a waste. But it’s not the meeting. It’s because nobody... Told either person what this meeting is actually supposed to do.   🚫 It is not a status update.  🚫 It is not a check-in box. It is the one place each week where someone should feel genuinely heard, helped, and pointed in the right direction. Every hollow one-on-one sends a quiet message to your team. That message is: I do not think this time matters. And people hear it. They stop bringing real problems. They stop sharing honest thoughts. They start looking for someone who actually wants to hear from them. That is how you lose great people without ever seeing it coming. Here is what a great one-on-one actually looks like from both sides: For managers, start here: This is not your meeting. It is theirs. Show up to serve, not to report. ✅ Keep it weekly. Reschedule. Never cancel. ✅ Private space. No phone. Full presence. ✅ Start human. Ask how they really are. ✅ Listen more than you talk. Every time. ✅ Ask: What do you need from me? ✅ Give specific feedback with real examples. ✅ Bring them into their own goal setting. ✅ Ask how you can be better for them. ✅ Take real notes and follow through on them. ✅ Celebrate actual wins, not just big ones. For employees, own this too: Walking in without an agenda means walking out without progress. ✅ Come with your own agenda always. ✅ Lead with a win and back it up with proof. ✅ Be specific about exactly where you need help. ✅ Bring long-term goals into the conversation. ✅ Ask directly about your development path. ✅ Name what feels unclear before it becomes a problem. ✅ Be honest about what is slowing you down. ✅ Ask for what you actually need out loud. ✅ If you feel unheard say it directly. ✅ Take real notes and act on them. ✅ Keep your manager updated between meetings. Your reset before the next one: ⇒ One win with real proof behind it. ⇒ One honest blocker to work through together. ⇒ One growth conversation to have out loud. ⇒ Clear actions before you leave the room. ⇒ Follow through before you meet again. The meeting is not the problem. The best thing a leader can do is make someone feel like their 30 minutes actually mattered. Do that consistently and people stop looking for the exit. 🎁 Want PDFs of my top infographics + growth tools? 👉 Go Here: https://lnkd.in/g2xbnwhp ______________________ 📚 Join my free workshop to build digital products that sell over and over. ➡️ Save your seat: https://lnkd.in/gNc9zSx6 _____________________ 🛠️ Want to build your own digital business? 🔥 I built something for you: https://lnkd.in/g69W4jPu Please repost to help others out there! ♻️

✨ I work from home about 90%+ of the time and have team members in 5 cities around the province – all of whom primarily also work from home.   A fellow HR leader reached out to me recently – she started in a new role, leading a remote team for the first time, and wanted to know if I had any advice. I prefaced our conversation by telling her that I by no means have it all figured out 🫠 … and still have TONS to learn and tweak. But here are 6 things I have put in place (and try to stick to as much as possible) that have really helped our team succeed in our remote reality. None of these are groundbreaking - but they work 😎     1.      Regular 1-1 meetings with all direct reports. 💞 Depending on your field of work, weekly or bi-weekly works best. And most importantly – do. not. skip. them. Make them a top priority on your agenda. And if you have to reschedule, give plenty of notice and let them know before moving the invite. 2.      Crystal clear workplan, deliverables and expectations. 🏅 Nothing makes someone feel isolated more than not knowing what they are supposed to be working on or if what they ARE working on is the "right" thing. 3.      Team “Watercooler” chat. 💬 Create a shared space on Teams or whatever message application is used by your organization, as a spot where team members can chat more socially – a literal virtual water cooler. No direct work talk. Just a place to share puppy pictures, recipes and silly stories. 4.      Meetings with structure and a clear purpose. ❤️🔥 Our 1-1 meetings have an agenda (personal catch up, operational items, quarterly key deliverables updates) so that team members know what I am expecting from them when we meet. I also ask that they schedule separate meetings if they wish to talk through more complex projects or deliverables so we can have a singular focus when needed. 5. (If possible) schedule regular in person collaboration days. 👯♀️ I understand that for some teams this is geographically impossible. But if you are like me and have a team that is dispersed within a couple hours radius – find a space to meet up. And it does not need to be a traditional office – a co-working space, a cheap rental location, and if you are a close team – maybe even somebody’s home. 6. (This one is for you 😉) Create clear boundaries and expectations with regards to communication and response times. Working remotely also means never ending teams messages – not having to walk down a hallway to ask a question and having the ability to instantly message any and every thought. This can feel overwhelming as a people leader. We feel we need to answer every message right away, to be a responsive and attentive boss... Constantly interrupting our own work or deep thinking. Speak openly with your team about what they can expect from you and how to communicate with you when it’s a true “emergency” or critical item. A #leadingaremoteteam #workfromhome #connection #clearexpectations

Remote participants shouldn’t feel like second-class attendees. Here’s how to make hybrid meetings truly equitable and interactive. ✔ Use Shared Digital Workspaces Tools like Miro, MURAL, or Conceptboard let in-room and remote participants collaborate in real time, ensuring ideas aren’t lost in side conversations. ✔ Level the Playing Field with Moderation Techniques Assign a remote co-facilitator to monitor chat, voice remote perspectives, and ensure virtual attendees can interject naturally. ✔ Leverage Live Polling & Q&A Tools Platforms like Slido and Mentimeter help surface thoughts from all attendees—not just the loudest voices in the room. ✔ Invest in High-Quality Audio & Video Tech like Jabra PanaCast or Logitech Sight tracks speakers and improves audio clarity so remote participants feel truly present. ✔ Ensure Decisions & Next Steps Are Captured Publicly Using Google Docs, Notion, or Asana for live note-taking makes it easy for all attendees to stay aligned on outcomes. A great hybrid meeting isn’t just about connecting people—it’s about making participation seamless and meaningful. How do you ensure remote voices are heard? Let me hear in the Comments section below 👇 🔔 Subscribe to the newsletter #FacilitationSkills

Rethink your 1:1s: Stop the time drain, start driving impact. I’ve sat through more 1:1s than I can count - across teams, geographies, and companies in transformation. And here’s the truth: Most of them are broken. They’ve become status updates. Laundry lists of topics. Career convos squeezed into 45 minutes every week. A calendar drain for leaders and employees alike. We need a new paradigm. The traditional model isn’t working. Weekly or bi-weekly check-ins often feel forced. Career discussions every week? Overkill - and it rarely moves the needle. Managers run the agenda instead of letting directs own it. 1:1s balloon into 60 minutes (or longer), chewing up time better spent on real work. Here’s the truth: 1:1s are not your meeting. They’re your team member’s time. A better model for 1:1s? 1. Flip the agenda: It’s not about your updates. It’s about theirs. Let them drive. If they have nothing urgent? Cancel. That’s a sign of empowerment, not disengagement. 2. Ditch the weekly career talk: Career growth doesn’t happen in 7-day sprints. Schedule quarterly check-ins dedicated to development and goals. Make them deep and meaningful, not rushed after project chatter. 3. Keep them tight (30 minutes max): Don’t let 1:1s become endless status meetings. Use other tools (dashboards, Slack, shared docs) for routine updates. 4. Add thematic conversations: Instead of cramming everything into one recurring slot, schedule focused discussions - a session on roadmap priorities, a creative brainstorm, or a culture pulse. 5. Empower, don’t babysit: Your job isn’t to approve every move. Encourage your team to decide, act, and inform, not wait for your permission. Three powerful questions for any 1:1: 1. What’s the most important thing on your mind right now? 2. Where do you need my support - or my air cover? 3. What’s slowing you (or the team) down that we can fix together? These questions shift the tone from “status” to strategy and support. Why this matters: Your team’s time is precious. Every meeting is a signal of what you value. Are you showing trust, autonomy, and clarity - or micromanagement and overload? Meetings - especially 1:1s - are culture moments. They reflect how aligned you really are. They can fuel momentum, or quietly drain it away. But here’s the most honest question: Who needs the 1:1 more - you or them? Is it your safety net because you lack other mechanisms for visibility, alignment, and progress tracking? Or is it truly serving to support their performance and therefore ultimately, their growth? If not, maybe it’s time to rethink what this time should accomplish.

Are one on ones a waste of time? When I started my first "real" job and had to have my first one on one with my boss, I was petrified. I had no idea what to do. So I copied what I saw my colleague doing, preparing a list of status updates and running through them as fast as she could. After the first meeting I thought - what was the point of that? It was a complete waste of time. If you're using one on ones for status updates and thinking you're not getting a lot of value out of them - you're right, you're not. Shift the status updates to written communication - email, slack, teams, google docs, etc. Instead, use the time to dive into problem solving and coaching. If you're meeting with your boss, here's how to get the most out of it: 🔧 Focus on problem solving. Ask, how would you approach this situation? 🤝 Build your network. Ask, who else should I be speaking to about this? Who might have relevant experience within the organisation? 🔦 Check for blind spots. Ask, what might I be missing? What am I not seeing? If you're meeting with your direct report, here's what you can do: 🎯 Provide context. Share strategic and organisational priorities that are relevant to the person's work. ❤️ Connect to mission. Tie their work to what the company is doing. This is incredibly motivating. 📢 Coach. If they ask for answers, throw it back to them with an open ended question (who, what, how, etc). Get them to start thinking critically about the situation. 🔍 Identify hidden potential. Label what they do really well and what you want to see more of. 🙌 Give feedback. Call out what has worked and what could be better. Remember to keep the ratio roughly 5 positives to 1 negative to keep up motivation. 🏔 Discuss career aspirations. Ask about their big dreams and ambitions. Then find ways for them to develop the skills they need on stretch projects, connecting them with SMEs or through additional trainings. One on ones can be an incredibly powerful vehicle to drive performance, connection and alignment. You just need to use the time better. #managementtips #performance #coaching

Ever sat through a session that felt... flat? Maybe it wasn’t the content—it was the environment. What if we designed meetings that engaged more than just sight and sound? I’ve been diving into the science behind sensory engagement and how it shapes our ability to think, connect, and stay present. It turns out that our environments do more than just set the mood—they actively influence memory, creativity, and focus. Certain smells and sounds can make groups feel more at ease, while movement and nature elements fuel problem-solving and engagement. Even subtle factors, like plants and white noise, help regulate attention and reduce cognitive fatigue. If we know that multi-sensory experiences enhance learning and collaboration, why do so many facilitated spaces ignore them? Here are some practical ways we've been engaging folks in our sessions: 𝗡𝗔𝗧𝗨𝗥𝗘 & 𝗕𝗜𝗢𝗣𝗛𝗜𝗟𝗜𝗖 𝗗𝗘𝗦𝗜𝗚𝗡:  🔹We bring in plants—they reduce stress, improve air quality, and create a sense of calm. 🔹If indoors, we use natural light or warm, soft lighting to reduce eye strain. 🔹 Incorporating natural materials (wood, stone, woven textures) into the space creates a grounding, organic feel. 𝗦𝗢𝗨𝗡𝗗 & 𝗪𝗛𝗜𝗧𝗘 𝗡𝗢𝗜𝗦𝗘 🔹We curate an intentional soundscape—background white noise, soft instrumental music, or nature sounds can set the mood. 🔹We use silence strategically—pause longer than usual after key moments to let ideas settle. 𝐓𝐀𝐂𝐓𝐈𝐋𝐄 𝐄𝐍𝐆𝐀𝐆𝐄𝐌𝐄𝐍𝐓 🔹 Offer textured objects (e.g., clay, smooth stones, or fabric) during reflective activities....fidget toys are a favorite! 🔹Encourage writing or sketching—pen-to-paper engagement enhances cognitive processing. 🔹 I also try to use flipcharts with visuals—they signal thoughtfulness and care, making discussions more tangible and engaging. 𝐒𝐂𝐄𝐍𝐓 & 𝐀𝐓𝐌𝐎𝐒𝐏𝐇𝐄𝐑𝐄 🔹Subtle scents like citrus (alertness) or lavender (calm) can shape energy in a space (be mindful as some folks might have environmental sensistivies). Ensure good airflow—stuffy rooms drain energy quickly. 𝐌𝐎𝐕𝐄𝐌𝐄𝐍𝐓 & 𝐒𝐏𝐀𝐂𝐄 𝐃𝐄𝐒𝐈𝐆𝐍 🔹We LOVE paired walking conversations instead of static discussions. 🔹We use standing tables (when possible) or alternative seating to encourage dynamic engagement. 🔹 Intentional room layout—circular seating arrangements promote inclusivity and conversation, while open space encourages movement. 𝗙𝗢𝗢𝗗 & 𝗕𝗘𝗩𝗘𝗥𝗔𝗚𝗘 𝗘𝗫𝗣𝗘𝗥𝗜𝗘𝗡𝗖𝗘 🔹 Having tea, coffee, or infused water available makes the space feel welcoming. 🔹 Offering small snacks like nuts, fruit, or dark chocolate can help sustain energy and focus. 🔹 Using food intentionally—like a shared meal or snack break—to foster connection and conversation. Facilitation isn’t just about guiding conversations—it’s about curating an experience. I would love to know how others use sensory elements in your sessions? #facilitation #facilitator #ExperienceDesign #engagement