Running Effective Remote Meetings

1Warm-Up Questions

1. How many online meetings do you have in a normal week?
2. What is the most annoying thing about video calls?
3. Should cameras always be on? Why or why not?
4. What makes a meeting useful for you?
5. What are the advantages of meeting online instead of in person?

2Vocabulary Preparation

Match the words to their definitions

Fun Vocabulary Game – “Online Meetings – Smart or Stressful?”

Choose the correct term:

1. Before the meeting, the leader sends a clear (agenda / time zone).
2. A meeting where everybody sees each other on screens is a (video call / technical issue).
3. When you are not speaking, it is polite to (mute / screen share) your microphone.
4. Showing a presentation to the group is called (screen sharing / action items).
5. Colleagues in London and Singapore work in a different (time zone / agenda).
6. At the end of the meeting, the group writes down the (action items / participants).

How to Run a Good Remote Meeting

Remote meetings are now a normal part of working life. They save travel time and allow colleagues in different cities to work together. However, many people feel that online meetings are tiring, too long or not clear enough. The good news is that a few simple habits can make them much better.

Preparation is the key. A useful meeting begins with a short agenda, sent to all participants in advance. The agenda should show the topics, the time for each topic and the goal of the meeting. When people know what to expect, they can prepare their ideas and the discussion stays on track.

Next, think about who really needs to attend. If too many participants join, the conversation becomes slow and some people stop paying attention. Choose a sensible time as well. If your team works across several countries, check each time zone and try not to schedule meetings very early or very late for the same people every time.

During the call, good manners make a big difference. Ask participants to mute their microphones when they are not speaking, because background noise is distracting. Use screen sharing carefully, and close any private windows first. Encourage people to use the chat or the raise-hand function so that quieter colleagues can also take part.

Technical issues will happen from time to time. A connection may break, or a microphone may stop working. It helps to have a backup plan, such as a phone number to call or a shared document where people can leave comments. Staying calm and patient is always better than getting frustrated.

Finally, end the meeting well. The leader should repeat the main decisions and clarify the action items, including who is responsible and the deadline. A short summary email afterwards helps everyone remember what was agreed. With clear structure and respect for everyone's time, a remote meeting can be short, friendly and productive.

4Grammar Practice

A. Cause and Effect

Rewrite the sentences using connectors (because, due to, as a result, therefore):

1. The agenda was clear. The meeting finished on time.
2. The internet connection failed. The call was interrupted.
3. Participants were in different time zones. It was hard to find a good time.
4. Nobody used the mute button. There was a lot of noise.
5. Action items were written down. Everyone knew their tasks.

B. Conditional Sentences

Complete the sentences:

1. If we send an agenda, people ___ (be) better prepared.
2. If you share your screen, please ___ (close) private windows first.
3. If the connection is bad, I ___ (call) you by phone.
4. If I were organising the call, I ___ (invite) fewer participants.
5. If the team had agreed on action items, the next meeting ___ (be) shorter.

5Creative Task – “Remote Meeting Role-Play”

Roles

1. Meeting Leader: Opens the call, explains the agenda and keeps the time.
2. Participant in Another Time Zone: Explains their situation and suggests a better schedule.
3. Quiet Team Member: Wants to contribute but finds it hard to speak.
4. IT Support: Helps solve a technical issue during the call.

Instructions

Each participant prepares a 2-3 minute role-play from their perspective.

1. Talk together, share ideas and answer each other's questions.

Use at least 5 vocabulary words from the worksheet.

1. Optionally, prepare a simple agenda on a piece of paper.
2. Finish by summarising the decisions and the action items.