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Communication strategies for remote teams: Meeting host responsibilities

The workshop:

Learn how to stop the interruptions, silence steamrollers and encourage everyone to have a voice. The 'Meeting Host' is responsible for using people’s time with purpose. Anyone can follow a checklist of how to run a “good” meeting. Still, it takes practice to create intentional moments of connection, turn time into momentum, and not leave people feeling like whatever you’ve done could have been an email. This session discusses how people can leverage their time towards outcomes, and make sure it’s being used in ways that move us all forward.

Watch this workshop to learn how to:

  • Foster trust and collaboration among remote team members.

  • Discover how to get buy-in from stakeholders, even when you can't meet them in person.

  • Explore new ways to ensure continuity and productivity, even remotely

Workshop Host: Gayle Silverman, Principal, Product Delivery Lead at TXI

View the full workshop

The expert:

If you want to build healthier and more inclusive teams, Gayle Silverman will teach you to reimagine adapting to today’s varied work environments. Gayle is a product advocate, delivery leader and meeting coach with over 15+ years of experience in software development, and she is renowned for aligning product teams with TXI's inclusion cards. Gayle collaborates with teams to uncover where opportunity and value intersect and keeps people growing to create something amazing.

Interested in connecting with Gayle? Reach out on LinkedIn

Summary and themes explored in this webinar:


  • We are experiencing a shift in communication dynamics where less frequent interaction requires more meaningful communication.

  • The transition from in-person to online communication has transformed the way we connect with others.

Challenges in Remote Communication:

  • Social cues and body language were once vital for understanding each other, but technology has introduced new possibilities.

  • It's now possible to influence decision-making from anywhere, reducing the need to be physically "in the room."

  • Flexibility in managing time to achieve business outcomes is becoming more common.

  • Distinguishing between meeting organizers and hosts is important for effective remote meetings.

Key Points:

  • All interactions are meetings:
    • Acknowledging that communication in remote environments is equivalent to traditional meetings.

  • Pragmatic Communication Principles:
    • Principles for effective remote communication.

  • Learn Patterns & Preferences:
    • Strategies for understanding communication styles and preferences among team members.

  • Sustainable Communication Patterns:
    • Establishing clear guidelines for when and where different types of communication occur.

  • Effective Hosts Self-Monitor:
    • Encouraging hosts to monitor and manage their meetings effectively.

  • Share Details Early and Often:
    • Providing context and information in advance to ensure productive discussions.

  • Clear Communication Norms:
    • Defining communication norms, including signaling, standby modes, and scheduling preferences.

  • Make Participation Easy:
    • Encouraging active participation by making it accessible and convenient.

  • Help People Understand their Role:
    • Reducing ambiguity by clarifying roles and expectations within meetings.

  • State Desired Outcomes:
    • Setting clear goals for meetings and interactions.

  • Remain Curious and Encourage Questions:
    • Fostering a culture of curiosity and open communication.

  • Leverage the Ability to “Say the Thing”:
    • Encouraging straightforward communication and asking questions when needed.

  • Choose Kind Clarity Over Vague Diplomacy:
    • Promoting authentic and clear communication even for difficult topics.

  • Lower Barriers for Participation:
    • Designing interactions to accommodate both synchronous and asynchronous participation.

  • Plan for a Host and an Audience Facilitator:
    • Dividing responsibilities between hosts and facilitators for more effective meetings.

  • Calibrate Invitations for Clarity:
    • Being intentional about the level of formality and participation expectations when inviting others to meetings.

  • Start Meetings with Clarity:
    • Deciding whether to begin meetings with social time or diving right into the agenda, but ensuring clarity either way.

  • Share Details and Solicit Requests:
    • Communicating important details and soliciting input before meetings.

  • Nurture a Culture of Gentle Debate:
    • Encouraging open and respectful discussion of ideas and differing opinions.

  • View Documentation as a Highlight Reel:
    • Using documentation to provide context and nuance for those not present in meetings.

  • Warmly Welcome Feedback:
    • Encouraging feedback to improve communication and interactions.

  • Measure Impact:
    • Evaluating the success of meetings based on stated goals and participant feedback.

  • Seek Constraintless Communication:
    • Moving away from rigid, time-based interactions for more flexibility and efficiency.


  • Emphasizing the importance of adapting communication strategies to the changing dynamics of remote work.

Published by Gayle Silverman in Workshop

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