No Regrets With Virtual Meetings
One of my favorite client reactions is one of surprise. A meeting is planned. They want it to be in person. Due to any number of circumstances, we hold it virtually. The meeting goes really well. They express their surprise - and delight - that it went well.
If you are a meeting planner, a trainer, a facilitator - or anyone else accountable for a virtual gathering, use your “in person” planning ideas to ensure that the surprise expressed is one of delight!
Here are some tips:
Insist on cameras being on. You won’t always win this battle, and sometimes iffy internet is the culprit. But, people don’t walk into meetings with paper bags over their heads. Virtual should be no different.
Ask people to change their screen name to their actual name (or nickname). If the group is made up of people from different organizations, you can also ask them to add their organization name as well - and not an acronym.
If the group is small enough, do introductions. Include a question related to the content for them to reply to in addition to their name, role, and organization (if relevant). You can have the person pick the next person to introduce themselves which tends to keep people paying attention.
Utilize polls and icons (such as thumbs up). When needed, do a quick tutorial on using these tools if you anticipate returning to them a number of times.
If you are using PowerPoint, stop sharing whenever possible. If you are answering questions or generating discussion off of the slide, do so with the full group visible to you and others.
Smile a lot! You don’t have your whole body to communicate your energy and happiness in being there with them. So smile!
Utilize breakout rooms. In almost every training or facilitated meeting that I plan I break the participants into small groups. Breakout rooms accomplish the same thing. Plan well though, because once they go into a breakout room, it is hard to adjust directions or get groups back on track. Some tips specific to using breakout rooms:
Provide written directions for them to print out in advance of the meeting. These can be questions they will be responding to or a process to follow.
Do a short activity (3 - 4 minutes) in the breakout rooms for quick introductions and assignment of roles (note takers, presenter, timekeeper.) Once back in the full group, alert them to their next assignment, returning them to the same breakout room to complete it.
Use the “Broadcast” option to give time updates and encouragement.
Be careful about who you place in each group. You can randomize it but then check to make sure it makes sense. If your meeting includes staff and Board, and you want them interacting, make sure that is the make up of the breakout room.
Change the breakout room attendees when it makes sense. Part of working in a small group is to build relationships and to gain momentum. But, if bringing in varying perspectives is important, it is time to change the rooms.
If they are using a collaborative tool (see below) and you are watching, you can do course corrections with the broadcast message or by entering their rooms.
Investigate the use of collaborative tools where you can create workspaces similar to how you would use flipcharts and markers. I have used miro and padlet most often. Padlet allows people to just click on a link you put in a chat and they go directly to your Board that you have set up for them. They can respond to questions and even add video, gifs, and attach documents. Want to try it out? I have created one for you to play with here. (To add to each column, simply click the “+” below the heading.)
All meetings, trainings, and facilitated sessions deserve a careful and well-thought-out plan. Virtual gatherings can be - and are - just as effective as being in person when planned to be so. I know this, because my clients tell me so.
