Effective Online Meetings for International Teams

🌐 "How can we lead inclusive team meetings when our team is so widely distributed across timezones?" That's a question our #Inclusion Strategy team at Netflix has been reflecting on quite a bit lately – and that's surely not an issue we face alone. Here are some ideas that popped up as we put our geographically distance heads together to ensure that everyone has an equal opportunity to participate in discussions that are relevant to all: 1️⃣ Establish a Meeting Time Rotation: to ensure fair participation, create a rotating schedule for your meetings. This means alternating meeting times to accommodate different time zones, so that each team member has an opportunity to attend during their regular working hours on a rotating basis. 2️⃣ Consider Core Overlapping Hours: identify the core overlapping hours when the majority of team members are available. Aim to schedule important meetings during these hours to maximize attendance. This may require some flexibility from all team members, but it fosters a sense of shared responsibility for ensuring everyone's voice can be heard. 3️⃣ Prioritise Meeting Relevance: ensure that meetings are called only when it's essential for all team members to be present. Avoid scheduling meetings for routine updates that can be shared asynchronously, giving team members more flexibility to manage their schedules. 4️⃣ Create Pre-Meeting Materials: provide agendas, and key discussion points well in advance, so team members who cannot attend live sessions can still contribute their input asynchronously. This way, everyone can stay informed and engaged in the decision-making process. 5️⃣ Encourage Rotating Facilitation: consider rotating meeting facilitators to accommodate different time zones. This not only distributes the responsibility but also allows team members from various geographies to lead discussions and bring diverse perspectives to the forefront. 6️⃣ Use Inclusive Meeting Technologies: leverage virtual meeting tools with features like real-time chat and polling to foster engagement from all participants, regardless of their location. Consider having all meetings recorded by default (unless there's a compelling reason not to), streamlining access to the team immediately after each recording is ready. 7️⃣ Promote Open Feedback Channels: establish channels for team members to asynchronously provide feedback on meeting times and themes, and communication methods. 8️⃣ Acknowledge and Respect Personal & Cultural Differences: be mindful of cultural practices and observances that may impact team members' availability or participation. Strive to do the same about individuals' needs, too (like dropping kids at school). These strategies can help create an inclusive and equitable approach to meetings, enhancing the chances of all team members feeling valued and empowered to contribute. How else can you foster that? 🤔

🤐 "Dead Air" on Zoom? It’s Not Disengagement — It’s Cultural. 🌏 Your global team is brilliant, but meetings are met with silence. You ask for input, and… nothing. It’s not that they don’t care. It’s cultural. In many cultures, challenging a leader publicly can feel disrespectful. Speaking up might risk "losing face." So, instead of collaboration, you get cautious nods, and critical ideas die quietly. 💥 The cost? Missed feedback, hidden conflicts, derailed timelines, and talent feeling unseen and unheard. But it doesn’t have to be this way. 🚀 Here’s how to encourage real participation and build trust across cultures — starting today. 1️⃣ Invite opinions privately first. Many cultures value privacy and may hesitate to disagree publicly. Before the meeting, send out an agenda and ask for input by email or private chat. This gives team members time to reflect and feel safer sharing. 2️⃣ Create "round robin" sharing moments. During the call, explicitly invite each person to share, one by one. Use phrases like: "I’d love to hear a quick insight from everyone, no wrong answers." This reduces the fear of interrupting or "stepping out of line." 3️⃣ Model vulnerability as a leader. Share your own uncertainties or challenges first. For example: "I’m not sure this is the best approach — I’d really value your perspective." When you show it’s safe to be open, your team will follow. 4️⃣ Acknowledge and validate contributions publicly. After someone shares, affirm them clearly. For example: "Thank you for that perspective — it really helps us see this from a new angle." This builds psychological safety and encourages future participation. 5️⃣ Use cultural "mirroring" techniques. Mirror verbal and non-verbal cues appropriate to different cultures (e.g., nodding, using supportive phrases). Show respect for varying communication styles instead of forcing a "one-size-fits-all" dynamic. ✨Imagine meetings where every voice is heard and your team’s full potential is unlocked. Ready to stop the silence and turn diversity into your superpower? #CulturalCompetence #GlobalLeadership #InclusiveTeams #PsychologicalSafety #CrossCulturalCommunication 

Hybrid Meetings ≠ Inclusive Meetings. I’ve lived it - and here’s 5 practical tips to ensure everyone has a voice, regardless of location. I spent more than 10,000 hours in hybrid meetings while as a remote leader for The Clorox Company. I was often the 𝘰𝘯𝘭𝘺 remote attendee - while the rest of the group sat together in a conference room at HQ. Here’s what I learned the hard way: 𝗠𝗲𝗲𝘁𝗶𝗻𝗴𝘀 𝗱𝗼𝗻’𝘁 𝗷𝘂𝘀𝘁 𝗺𝗼𝘃𝗲 𝘄𝗼𝗿𝗸 𝗳𝗼𝗿𝘄𝗮𝗿𝗱, 𝘁𝗵𝗲𝘆 𝘀𝗵𝗮𝗽𝗲 𝘁𝗲𝗮𝗺 𝗰𝘂𝗹𝘁𝘂𝗿𝗲... ...by showing who gets heard, who feels seen, and who gets left out. If you're leading a distributed or hybrid team, how you structure your meetings sends a loud message about what (and who) matters. 𝟱 𝘁𝗶𝗽𝘀 𝗳𝗼𝗿 𝗱𝗲𝘀𝗶𝗴𝗻𝗶𝗻𝗴 𝗺𝗼𝗿𝗲 𝗲𝗳𝗳𝗲𝗰𝘁𝗶𝘃𝗲 𝗮𝗻𝗱 𝗶𝗻𝗰𝗹𝘂𝘀𝗶𝘃𝗲 𝗵𝘆𝗯𝗿𝗶𝗱 𝗺𝗲𝗲𝘁𝗶𝗻𝗴𝘀: 1️⃣ 𝗗𝗲𝘀𝗶𝗴𝗻𝗮𝘁𝗲 𝗮 𝘀𝘁𝗿𝗼𝗻𝗴 𝗳𝗮𝗰𝗶𝗹𝗶𝘁𝗮𝘁𝗼𝗿 – who will actively combat distance bias and invite input from all meeting members 2️⃣ 𝗔𝘀𝘀𝗶𝗴𝗻 𝗮 𝗽𝗿𝗼𝗱𝘂𝗰𝗲𝗿 – to monitor the chat and the raised hands, to launch polls and to free up the facilitator to focus on the flow 3️⃣ 𝗘𝘃𝗲𝗿𝘆𝗼𝗻𝗲 𝗹𝗼𝗴 𝗶𝗻 - so that there is equal access to the chat, polls, and reactions 4️⃣ 𝗕𝘂𝗱𝗱𝘆 𝘀𝘆𝘀𝘁𝗲𝗺 – pair remote team members with in-room allies to help make space in the conversation and ensure they can see and hear everything 5️⃣ 𝗣𝗿𝗲𝗽 𝗮 𝗯𝗮𝗰𝗸𝘂𝗽 𝗽𝗹𝗮𝗻 – be ready with a Plan B for audio, video, or connectivity issues in the room 𝘞𝘢𝘯𝘵 𝘵𝘰 𝘵𝘢𝘬𝘦 𝘵𝘩𝘪𝘴 𝘦𝘷𝘦𝘯 𝘧𝘶𝘳𝘵𝘩𝘦𝘳? 𝗧𝗿𝘆 𝗮 𝗗𝗶𝗴𝗶𝘁𝗮𝗹-𝗙𝗶𝗿𝘀𝘁 𝗺𝗲𝗲𝘁𝗶𝗻𝗴. If even one person is remote, have everyone log in from their own device from their own workspace to create a level playing field. 🔗 𝗚𝗲𝘁 𝗺𝗼𝗿𝗲 𝘁𝗶𝗽𝘀 for creating location-inclusive distributed teams in this Nano Tool I wrote for Wharton Executive Education: https://lnkd.in/eUKdrDVn #LIPostingDayApril

While I usually rave about being remote-first, the one thing we still struggle with are departmental meetings. When you have more than 50 people on a call, it often turns into a very one sided PowerPoint exercise and rather than being a value-add, it becomes a value-drain. This week I casually dropped into our People Team meeting, because I was surprised to see they blocked not just 1 hour, but 1,5 hours with 50+ people online. Of course, I should not have worried. 😃 It was incredible to see how teams at Mews have learned in the last 3 years to move away from soul-sucking-PowerPoint, to leveraging digital tools to keep a highly engaged audience, adding real value. What did they do in this specific meeting? 1️⃣ The meeting is run by the department Chief of Staff, and she spends several hours preparing for the meeting. Better to have 1 person spend several hours, than 50 people waste 1,5 hour each. 2️⃣ The call kicked off with a poll, asking people how they are feeling, getting a sense of the temperature in the room and how people are showing up. 3️⃣ New team members have to then intro themselves through 2 truths and 1 lie, and then we use a poll to get everyone to vote. A really small thing, but by using polls you ensure people stay fully engaged. 4️⃣ To engage the team on key KPI’s and achievements, we leveraged the chat. Here a number was shown and everyone had to guess/comment what business metric it represented. Another way to get everyone thinking about the metrics that matter most. 5️⃣ Then the group broke out into virtual breakout rooms, each group getting a different assignment, discussing things we got wrong or right in the past month. The small groups ensure we hear everyone’s input and voice. 6️⃣ Throughout all, the chat was where the real fun happened. The team was highly engaged and celebrating each other’s success. we really used digital tools to the max for all elements. 7️⃣ The Chief People Officer trusted her team to run the meeting, because she expects her team leaders to have their own voice and vision. She reserved 5 minutes at the end where she shared her insights and some inspiration. True leaders, really do eat last. Getting remote-first right is really hard work, but we are seriously committed to learning and constantly changing when things don’t work for us. Thank you Naomi Trickey for allowing me to creep into your team meeting this week. 😂 🥰

As a CEO managing international teams across 3 continents, staying organized and aligned is everything. Here are the tools I swear by to keep communication flowing, projects on track, and energy focused, thank me later, now just ❤️: 🧠 Asana – Our task and project management hub. From daily to-dos to major campaigns, everyone knows what’s next. 📊 Salesforce – For tracking sales performance, client interactions, and pipeline visibility. It keeps our B2B engine running. 🧠 ChatGPT – My go-to for brainstorming, writing, and drafting documents or campaigns in record time. 🌐 Time Zone Converter – Essential when managing teams from NYC to Dubai. (I use timeanddate.com) 🔄 Zapier – The silent hero! It automates repetitive tasks and connects tools like Asana, Gmail, Slack, and Google Sheets so we focus on strategy, not admin. 📅 Calendly – No more email ping-pong for scheduling. Clients and team members just book directly. 💬 Slack – Instant messaging for internal updates, async check-ins, and integrations with other tools like Notion and Google Drive. 🎥 Zoom + Otter.ai – For meetings and AI-powered transcripts. Game-changer for follow-ups and accountability. 🔐 1Password – Because managing logins for 25+ tools securely is a must. If you’re leading global teams — what are your favorite tools? Let’s share what’s working and make leadership more efficient for all of us. #CEOtips #LeadershipStack #RemoteWork #DigitalLeadership #ProductivityTools #SalesManagement #GlobalTeams #Automation

You better be prepared in advance!!! Mastering virtual meetings has become essential in our evolving remote and hybrid work environments. I've transitioned from feeling wooden and awkward to leading over 1,000 productive virtual meetings. I have learned some key important steps that can help everyone Here are some key strategies that have transformed my approach 𝘽𝙚𝙛𝙤𝙧𝙚 𝙩𝙝𝙚 𝙈𝙚𝙚𝙩𝙞𝙣𝙜: ▶︎ Define a Clear Agenda: ➟ Outline the meeting’s purpose and outcomes. ➟ Share the agenda and pre-work in advance. ➟ Highlight key points and time allocations. ➟ Include necessary background materials. ▶︎ Check Your Technology: ➟ Log in early to test your mic and camera. ➟ Ensure a stable internet connection and have a backup device. ➟ Familiarize yourself with platform features. ➟ Have a troubleshooting plan. ▶︎ Prepare Yourself: ➟ Choose a quiet, well-lit space with a professional background. ➟ Keep necessary documents or presentations handy. ➟ Prepare an icebreaker or welcome message. 𝘿𝙪𝙧𝙞𝙣𝙜 𝙩𝙝𝙚 𝙈𝙚𝙚𝙩𝙞𝙣𝙜: ▶︎ Show Your Human Side: ➟ Start with introductions or a check-in. ➟ Keep your camera on to build rapport. ➟ Share a personal anecdote or engaging question. ➟ Be mindful of cultural differences and time zones. ▶︎ Establish a Protocol: ➟ Set speaking ground rules (e.g., raise-hand icon, chat function). ➟ Encourage participation for a collaborative environment. ➟ Assign roles if necessary (e.g., note-taker, timekeeper). ➟ Use interactive tools like polls or whiteboards. ▶︎ Structure Your Thoughts: ➟ Use mental pauses and structured talking points. ➟ Apply the “tweet followed by a Facebook post” method. ➟ Summarize key points periodically. ➟ Encourage questions and feedback. 𝘼𝙛𝙩𝙚𝙧 𝙩𝙝𝙚 𝙈𝙚𝙚𝙩𝙞𝙣𝙜: ▶︎ Share Next Steps: ➟ Send a summary of key points and action items promptly. ➟ Include deadlines and responsible parties. ➟ Provide additional resources or follow-up materials. ➟ Schedule follow-up meetings if necessary. ▶︎ Practice Self-Reflection: ➟ Reflect on what went well and what didn’t. ➟ Seek feedback from participants. ➟ Review the meeting recording if available. ➟ Set personal goals for improving virtual meeting leadership. 𝘽𝙤𝙣𝙪𝙨 𝙩𝙞𝙥𝙨: ➟ Encourage chat use for questions and comments. ➟ Speak at around 180 words per minute for clarity. ➟ Use visuals and slides sparingly. ➟ Take regular breaks during long meetings. You can transform your virtual meetings into productive and engaging sessions that drive your team's success. Remember, taking effective meetings is a skill that takes time and practice to master. Keep refining your approach, and you'll see meaningful improvements in your team's collaboration and productivity. Let's connect and share more insights on mastering the art of virtual meetings! #VirtualMeetings #drminalchaudhry #drmeinalchaudhry #aakashhealthcare    LinkedIn News India —--------- For more valuable content, follow me, Dr. Minal Chaudhry (Meinal).

Leaders: Your teams likely have hybrid meeting fatigue. Sharpen your hybrid meeting effectiveness with these tips 1️⃣ Once a month have an all virtual meeting (no one together in the same room/office): All virtual meetings mean improve digital engagement ability and can also: ✅ Level the proverbial playing field of ‘boss access’ for those unable to regularly attend in person. ✅✅ Sharpen virtual meeting skills - driving empathy for those who can’t attend in person (Eg: decreasing in person cross talk) and boosting future hybrid mtg effectiveness (Eg: growing use of the chat box for comments etc) 2️⃣ Create ‘rules of the road’ for virtual Mtgs: Teams that take the time to create their mtg ‘rules’ are more likely to respect and role model them. Tips for this: ✅ The time is right: Have your team decide the best times for regular meetings. Their working together (with your meeting windows pre/shared) to identify what’s best drives inclusion and better team cohesion. ✅✅ End meeting ‘FOMO’: Inclusive teams have guidelines that determine how/ if they will accommodate anyone unable to attend. Are delegate welcome? Will notes be shared? Or is missing meetings not accommodated. All are options. Let your team choose, decide and document. ✅✅✅ Agenda Defenders: Hybrid or not, many meetings can get off track or run late. Encourage your team to become agenda defenders - speaking up when meetings go off topic or advising speakers of time remaining to encourage collective consideration for the pre-set meeting duration. (No one wants a meeting that ALWAYS runs over time) 3️⃣ Visible inclusion: There are many forgotten aspects of inclusion that can make or break a hybrid team: ✅ Slippery slides: ⚡️⚡️newsflash - slides are meant to be visual aids. PLEASE take the time to ensure your font size, colour and format allow for all - virtual and in person colleagues to be able to read them no matter screen size. #TopTip: the simpler and fewer the slides the better & make accommodations for those who are colour blind! ✅✅ Eye-contact: Woe to the leader that only knows how to make eye contact in person. Know where your camera is and frequently look into the lens to make contact with those not in the room ✅✅✅ Pre-reads and agendas: people learn differently. I’m a massive fan of sharing a short agenda ahead of meetings and sharing info to be discussed ahead of time when possible. ⁉️Why? Whether English is a first or 4th language or whether on the spectrum or not, receiving vast amount of info quickly and making insightful comments to an audience moments after receiving same takes great effort. 🎯🎯🎯Be inclusive. Share what you can in advance, and keep the agenda pinned in the virtual meeting chat. #TopTip: leave enough agenda time to ensure adequate Q&A time. Happy #mojoMonday all! Have a great week! ✅✅✅