Remote work has become a reality for many of us. But are we really organising it well? A recent discussion with colleagues inspired me to share my own remote meeting best practices.
Why bother with remote meeting hygiene?
Poorly run virtual meetings can burn out a team faster than the toughest project. Overloaded calendars, unclear goals, no breaks – all of this leads to frustration and decreased effectiveness. That’s why I’ve developed a few simple rules that improve the quality of collaboration and help everyone take care of themselves.
1. Set meeting times to 25, 50, 80, or 110 minutes
Instead of blocking the typical 30, 60, or 90 minutes, I schedule meetings for 25, 50, 80, or 110 minutes. This gives everyone a short break before their next call – no rushing, no constant lateness.
2. Be on time
With back-to-back meetings, being on time isn’t always easy – but I do my best to show up promptly. It’s a sign of respect for everyone’s time.
3. For meetings longer than 1.5 hours, I schedule a break
If a meeting goes over 90 minutes, I add a break after the first hour – to stretch, grab some water, and clear my head a bit. It really helps keep the energy up for the rest of the session.
4. Every meeting has a clear goal
Even if it’s just a casual chat, I make sure the purpose of the meeting is clearly defined. For example: “Let’s talk about X – we don’t need to make a decision today.” This helps people decide whether or not to join.
5. If prep is required, I say so
If I expect people to read something, reflect, or prepare – I write it explicitly in the agenda. Clear expectations = better outcomes.
6. I aim to involve everyone
I actively work to include quieter participants and gently hold back those who dominate the conversation. Everyone’s input matters.
7. I use “required” and “optional” invites intentionally
When inviting people, I carefully mark who is required and who is optional. If someone from the optional group doesn’t show up – that’s totally fine. If they do, I expect them to be engaged.
8. Not required? Not interested? I decline
If I’m not required and the topic doesn’t concern me, I decline the invite or mark it as “maybe”. I’d rather follow up afterward than waste my time (and others’) without contributing anything meaningful. I also encourage my colleagues to do the same.
9. If screens aren’t needed, I suggest a “walk and talk”
Not every meeting requires a screen. For 1:1s or informal chats, I often suggest a walk and talk – take a stroll, talk via phone. It’s a refreshing and it’s good to change context for a bit.
10. I group meetings into blocks
I try to batch meetings together, to avoid breaking up deep work time – both for myself and for others.
11. Can it be async? Let’s do it async!
Before scheduling a call, I ask myself: Can this be done asynchronously? Often, the answer is yes. Sometimes async takes longer, but it can still be more efficient depending on the situation.
12. I ask for quick feedback after meetings
At the end of many meetings, I ask participants something simple like: “What are you taking away from this?” or “How did this feel for you?” It helps me improve and adjust.
13. I enter and leave meetings respectfully
If I’m late, I join quietly and catch up without interrupting. If I have to leave early, I send a quick message in the chat, wave to participants, and exit. It’s a small thing, but it shows respect.
Final thoughts
These aren’t hard rules – just a set of remote meeting best practices that work for me. If you find any of them useful – great. If you have your own tricks – I’d love to hear them and compare notes.