Naked Meetings III: Going Virtual            Rick Lent & Nancy Settle-Murphy                    November 7, 2012A Service ...
INTEGRATED PLANNING            Advising nonprofits in:        www.synthesispartnership.com            • Strategy          ...
www.mission.doA Service   Of:                  Sponsored by:
Today’s Speakers                         Rick Lent          Nancy Settle-Murphy                          Principal        ...
Naked Meetings III:                                       Going Virtual                     Rick Lent, Ph.D.              ...
Today’s Agenda         1. Help you recognize some of the unseen            structural challenges of virtual meetings.     ...
Your Replies on Registration Survey… 1. What are your challenges in leading virtual meetings? 2. What type of virtual meet...
Unseen structures …This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-N...
Unseen Structures of Meetings                                                                            • Physical, tempo...
Unseen Structures of Virtual Meetings                                                                            Sara Beau...
Some Structural Aspects of Virtual                   Meetings… 1. Length of your typical virtual meetings?                ...
Examples of Virtual Meetings                     Two stories of virtual meetings, their                     structure, and...
Virtual Meeting to Reach a Critical                     Project DecisionThis work by Rick Lent, Ph.D and Nancy Settle-Murp...
What Was that Critical Project                             Decision?This work by Rick Lent, Ph.D and Nancy Settle-Murphy. ...
Underlying Structure of Meeting                                                                            1. How discussi...
When Virtual Engagement Can Mean                Life or DeathThis work by Rick Lent, Ph.D and Nancy Settle-Murphy. is lice...
Engagement by Design                                                                        Listen                        ...
Five Choices in Planning and Preparing        for Effective Virtual Meetings            1. How you define the work of the ...
1. How You Define the Work of the Meeting                  Define a Clear Task for Each Part of Meeting Agenda The more cl...
Well-Defined Task Statements           Rather than “communication planning”           • “Decide on plan for maintaining we...
2: Whom You Invite                                                               Task/purpose at hand          Roles and  ...
3: How You Design the Discussion                                                                            Quick tips for...
Prework, Prep as Prereqs                                                  +                         ion                   ...
4: How Time Will Be Spent            • 80/20 rule: 80% active, 20% passive            • Shift activities, energy every 5-7...
Creating a Realistic Design:        Task: “Decide on plan for maintaining website and Facebook page.” Agenda for Meeting  ...
5: How You Arrange Virtual “Space”                                  Where are Participants Seated?            • Everyone r...
5: How You Arrange Virtual “Space”                                                   Can I hear you now?            • Avoi...
5: How You Arrange Virtual “Space”                         Visible Note Taking            • Use virtual flipchart or share...
Five Choices in Planning and Preparing        for Effective Virtual Meetings            1. How you define the work of the ...
For More Information..                                                  Rick’s e-book available on Amazon and other e-book...
Find listings for our current season          of webinars and register at:            NonprofitWebinars.comA Service   Of:...
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Naked Meetings III: Going Virtual

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Virtual meetings pose some unique challenges (and benefits) for getting work done across time and distance. In this session we look at the ways you can use structure to create naturally more effective and engaging virtual meetings. Like previous sessions in the “Naked Meetings” series, we will share stories, along with tips and tools for you to put to use. Our suggestions can be used with any form of virtual meeting technology.

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Naked Meetings III: Going Virtual

  1. 1. Naked Meetings III: Going Virtual Rick Lent & Nancy Settle-Murphy November 7, 2012A Service Of: Sponsored by:
  2. 2. INTEGRATED PLANNING Advising nonprofits in: www.synthesispartnership.com • Strategy • Planning (617) 969-1881 • Organizational Development info@synthesispartnership.comA Service Of: Sponsored by:
  3. 3. www.mission.doA Service Of: Sponsored by:
  4. 4. Today’s Speakers Rick Lent Nancy Settle-Murphy Principal President Meeting for Results Guided InsightsAssisting with chat questions: Hosting:Jamie Maloney, Nonprofit Webinars Sam Frank, Synthesis PartnershipA Service Of: Sponsored by:
  5. 5. Naked Meetings III: Going Virtual Rick Lent, Ph.D. Nancy Settle-Murphy www.MeetingforResults.com www.guidedinsights.comThis work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License.
  6. 6. Today’s Agenda 1. Help you recognize some of the unseen structural challenges of virtual meetings. 2. Give you ways to structure effective virtual meetings. 3. Provide selected tips and tools for designing and conducting better virtual meetings. And take your questions …This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 6
  7. 7. Your Replies on Registration Survey… 1. What are your challenges in leading virtual meetings? 2. What type of virtual meetings do you typically lead? 3. How long have you been involved in planning and running virtual meetings?This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 7
  8. 8. Unseen structures …This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 8
  9. 9. Unseen Structures of Meetings • Physical, temporal, procedural and personal aspects of meetings. • With an (unrecognized) impact on how we interact with each other and do the work of the meeting.This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 9
  10. 10. Unseen Structures of Virtual Meetings Sara Beauvais The FairyCircle.comThis work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 10
  11. 11. Some Structural Aspects of Virtual Meetings… 1. Length of your typical virtual meetings? a) Up to 30 minutes? b) Up to 60 minutes? c) Longer? 2. Number of participants in your usual virtual meetings? a) 2-6 b) 7-12 c) 13 or moreThis work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 11
  12. 12. Examples of Virtual Meetings Two stories of virtual meetings, their structure, and outcomes.This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 12
  13. 13. Virtual Meeting to Reach a Critical Project DecisionThis work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 13
  14. 14. What Was that Critical Project Decision?This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 14
  15. 15. Underlying Structure of Meeting 1. How discussion was conducted. 2. How differences in authority and expertise were managed. 3. When critical information was shared. 4. How decisions were framed, and achieved.This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 15
  16. 16. When Virtual Engagement Can Mean Life or DeathThis work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 16
  17. 17. Engagement by Design Listen Interact Apply Interpret, AssimilateThis work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 17
  18. 18. Five Choices in Planning and Preparing for Effective Virtual Meetings 1. How you define the work of the meeting and communicate necessary information in advance so all arrive prepared 2. Whom you invite 3. How you design the discussion 4. How time will be spent 5. How you arrange the meeting “space”This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 18
  19. 19. 1. How You Define the Work of the Meeting Define a Clear Task for Each Part of Meeting Agenda The more clearly the task description fulfills the FATT criteria, the more likely it is that the group will engage each other effectively in the work of the meeting. • Focused: Subject for discussion is a clear and bounded task so everyone understands exactly what is under consideration. • Actionable: Decision can be acted on by those present. This group has the relevant authority, . • Timely: This is the right time to address this topic. • Timed: Adequate time planned for task and # of participants.This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 19
  20. 20. Well-Defined Task Statements Rather than “communication planning” • “Decide on plan for maintaining website and Facebook page.”This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 20
  21. 21. 2: Whom You Invite Task/purpose at hand Roles and Locations, responsibilities time zones Diversity of Level of trust perspectives Relationships – existing and desired Asynchronous, synchronous, or combinationThis work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 21
  22. 22. 3: How You Design the Discussion Quick tips for structuring a virtual discussion: • Maximum #: 8 people • Online flipcharts, quick polling – verbal or online • Multitasking “on task” • “Around the virtual table” • Give people a job to do • Online conversations, before and afterThis work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 22
  23. 23. Prework, Prep as Prereqs + ion =This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 23
  24. 24. 4: How Time Will Be Spent • 80/20 rule: 80% active, 20% passive • Shift activities, energy every 5-7 minutes • 60-min. meeting = 5 + 10 + 45 min. • Objectives, goals • Conversation type • # participants • Supporting technology • Extent of preworkThis work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 24
  25. 25. Creating a Realistic Design: Task: “Decide on plan for maintaining website and Facebook page.” Agenda for Meeting Timing Activity Other Pre-work portion in Open 5-6 days Post summary slides with request for May need to send online conference area prior to participants to nominate favorite plan reminder, depending meeting/close by voting in online conference space, on participation 24 hrs before along with related rationale meeting Welcome, objectives, 5 minutes Prepare slide or electronic Send agenda ahead of process, check-in whiteboard/flipchart with agenda and time as well related timing Review options 5 minutes Poll participants for their top choice May use virtual hands- up as alternative Discussion 30 minutes Discuss pros & cons of each option Less time needed if we have a consensus Decide (consensus 10 minutes Re-poll participants May use polling if preferred) Verbal weigh-in – 1st and 2nd choices, anonymity desired with statement of rationale Next steps 10 minutes Summarize responses – announce Meeting notes w/in 24 decision, implications and next steps hrs, indicating actions, Create notes in shared space where allThis work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a drivers and datesCreative Commons Attribution-NoDerivs 3.0 Unported License. can see 25
  26. 26. 5: How You Arrange Virtual “Space” Where are Participants Seated? • Everyone remote or some in room together? – Best is to have all participating virtually (even if some could be face-face). • If you must mix remote and face-face participants, go-around group regularly to get equal input. Begin with those on speaker phone. – Have tent card with pictures of those on speaker phone • Make sure everyone has same information in the same form/medium – on a screen or in their hands.This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 26
  27. 27. 5: How You Arrange Virtual “Space” Can I hear you now? • Avoid use of mute • Ask all to be in a quiet space, or use headset • Avoid use of speaker phone • Avoid noisy, distracted places – No meetings while drivingThis work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 27
  28. 28. 5: How You Arrange Virtual “Space” Visible Note Taking • Use virtual flipchart or shared document for ongoing meeting notes – Real time “Visible Note Taking” important for tracking progress of discussion – Have volunteer keep ongoing notes where all can see them • Plan how participants can make comments, ask questions, etc. – You can’t see body language – Use of IM, email, “raising hands” and regular “go- around” is importantThis work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 28
  29. 29. Five Choices in Planning and Preparing for Effective Virtual Meetings 1. How you define the work of the meeting and communicate necessary information in advance 2. Whom you invite 3. How you design the discussion 4. How time will be spent 5. How you arrange the meeting “space”This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 29
  30. 30. For More Information.. Rick’s e-book available on Amazon and other e-book retailers. Also see Rick’s blog at www.meetingforresults.com/blog or sign up for his newsletter Contact Rick directly at: rick@meetingforresults.com or 1-978-580-4262 Nancy’s new book available from Amazon and CRC Press in December - Enter promo code - KVL31 – at checkout Contact Nancy directly at: nancy@guidedinsights.com or 1-978-263-2545This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under aCreative Commons Attribution-NoDerivs 3.0 Unported License. 30
  31. 31. Find listings for our current season of webinars and register at: NonprofitWebinars.comA Service Of: Sponsored by:

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