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- 1. Leading Effective Virtual MeetingsLeading Effective Virtual Meetings Presentation to the BAPMN February 1, 2017 Developed in partnership with
- 2. Leading Effective Virtual Meetings Presentation Topics • What is a Virtual Meeting? • Benefits of Virtual Meetings • Inherent Problems with Virtual Meetings • Best Practices for Virtual Meetings • Tips and Tricks for Virtual Meetings
- 3. Leading Effective Virtual Meetings Presentation Topics • What is a Virtual Meeting?
- 4. What Is A Virtual Meeting “A virtual event involves interacting people sharing a common virtual environment on the web, rather than meeting in a physical location. Virtual events are highly interactive, looking and feeling a lot like their physical counterparts.” SOURCE: https://en.wikipedia.org/wiki/Virtual_event
- 5. What Is A Virtual Meeting Same Place Same Time Same Place Different Time Co-located meetings occur in the same physical space. These are limited by the physical availability of participants. • Meeting • Presentation • War Room • Shared Displays
- 6. What Is A Virtual Meeting Same Place Different Time Different Place Different Time Asynchronous meetings do not require participants to be available at the same time, improving collaboration. • Email • Recorded Audio/Video • Discussion Board • Blog/Wiki
- 7. What Is A Virtual Meeting Same Place Same Time Same Place Different Time Different Place Same Time Different Place Different Time A Virtual Meeting lets groups overcome the lack of physical proximity, but allows more collaboration and interactivity. Examples include: • Conference Calls • Video Conferences • Web Conferences • IM/Text Messages
- 8. Leading Effective Virtual Meetings Presentation Topics • What is a Virtual Meeting? • Benefits of Virtual Meetings
- 9. Benefits of Virtual Meetings • Reduce reliance on email • Increase productivity by reducing travel • Reduce costs of traveling • Improve communications among team members • Increase participation and encourage additional POV
- 10. Benefits of Virtual Meetings • Reduce reliance on email • Increase productivity by reducing travel • Reduce costs of traveling • Improve communications among team members • Increase participation and encourage additional POV …so what can go wrong…
- 11. Leading Effective Virtual Meetings Presentation Topics • What is a Virtual Meeting? • Benefits of Virtual Meetings • Inherent Problems with Virtual Meetings
- 12. Inherent Problems with Virtual Meetings Recent Survey of Meeting Participants 15% daydreamed 1% surfed the web 3% checked email 5% did other work 55% gave their full attention In-Person Meetings SOURCE: Hall, K. (2007) Speed Lead: Faster, Simpler Ways to Manage People, Projects and Teams in Complex Companies London/Boston:Nicholas Brealey
- 13. Inherent Problems with Virtual Meetings Recent Survey of Meeting Participants 15% daydreamed 1% surfed the web 3% checked email 5% did other work 55% gave their full attention 13% daydreamed 13% surfed the web 25% checked email 27% did other work 23% gave their full attention In-Person Meetings Audio Conferences SOURCE: Hall, K. (2007) Speed Lead: Faster, Simpler Ways to Manage People, Projects and Teams in Complex Companies London/Boston:Nicholas Brealey
- 14. Inherent Problems with Virtual Meetings Recent Survey of Meeting Participants 15% daydreamed 1% surfed the web 3% checked email 5% did other work 55% gave their full attention 8% were not fully clothed! 13% daydreamed 13% surfed the web 25% checked email 27% did other work 23% gave their full attention In-Person Meetings Audio Conferences SOURCE: Hall, K. (2007) Speed Lead: Faster, Simpler Ways to Manage People, Projects and Teams in Complex Companies London/Boston:Nicholas Brealey
- 15. Inherent Problems with Virtual Meetings Recent Survey of Meeting Participants SOURCE: Pullan, P. Mindmap of Conference Call Frustrations from 2008 Survey available from http://www.conferencecallsmadeeasy.com • People are easily distracted by other work • Difficult to hear clearly • Actions are far less likely to be done after virtual meetings • Start of the meeting is often delayed • No level playing field • Not knowing who else is in the meeting, let alone speaking • Lack of preparation • Not being able to get a word in • When you ask a question, nobody answers • Can last far too long and concentration levels tend to drop
- 16. Leading Effective Virtual Meetings Presentation Topics • What is a Virtual Meeting? • Benefits of Virtual Meetings • Inherent Problems with Virtual Meetings • Best Practices for Virtual Meetings
- 17. Best Practices for Virtual Meetings Plan and Prepare for Meeting • Do we really need to meet? – What are we trying to achieve (outcome) – Are we ready? • Do we need synchronicity? – Back and forth interaction – Real-time information sharing • Publish timed agenda • Assign prework
- 18. Best Practices for Virtual Meetings Use Technology Effectively • Research Available Tools • Match Technology to Objectives • Practice • Have a Backup Plan
- 19. Best Practices for Virtual Meetings Use Technology Effectively SOURCE: Young, J. ( 2009) “Six Critical Success Factors for Running a Successful Virtual Meeting.” Retrieved from facilitate.com
- 20. Best Practices for Virtual Meetings Use Technology Effectively SOURCE: Young, J. ( 2009) “Six Critical Success Factors for Running a Successful Virtual Meeting.” Retrieved from facilitate.com
- 21. Best Practices for Virtual Meetings Use Technology Effectively SOURCE: Young, J. ( 2009) “Six Critical Success Factors for Running a Successful Virtual Meeting.” Retrieved from facilitate.com
- 22. Best Practices for Virtual Meetings Use Technology Effectively SOURCE: Young, J. ( 2009) “Six Critical Success Factors for Running a Successful Virtual Meeting.” Retrieved from facilitate.com
- 23. Best Practices for Virtual Meetings Use Technology Effectively SOURCE: Young, J. ( 2009) “Six Critical Success Factors for Running a Successful Virtual Meeting.” Retrieved from facilitate.com
- 24. Best Practices for Virtual Meetings Use Technology Effectively SOURCE: Young, J. ( 2009) “Six Critical Success Factors for Running a Successful Virtual Meeting.” Retrieved from facilitate.com
- 25. Best Practices for Virtual Meetings Use Technology Effectively SOURCE: Young, J. ( 2009) “Six Critical Success Factors for Running a Successful Virtual Meeting.” Retrieved from facilitate.com
- 26. Best Practices for Virtual Meetings Engage and Focus Participants • Start the meeting by asking people to remove a distraction, ask about these • No more than three slides or 10 minutes before a truly interactive activity • Vary ways in which people participate • Keep track of who is talking or participating • Everyone off mute – set the expectation for interaction • Keep an on-screen, that is, visible “parking lot” for off-agenda topics
- 27. Best Practices for Virtual Meetings Wrap Up and Follow Up • Check for “Five Elements of Closure” (Axtell, 2015): – Completion – Alignment – Next Steps – Value – Acknowledgment • Follow up with minutes/action items • Solicit feedback from participants – Did the meeting stick to the agenda? – What would improve the next meeting?
- 28. Leading Effective Virtual Meetings Presentation Topics • What is a Virtual Meeting? • Benefits of Virtual Meetings • Inherent Problems with Virtual Meetings • Best Practices for Virtual Meetings • Tips and Tricks for Virtual Meetings
- 29. Tips and Tricks for Virtual Meetings • Use participants’ names frequently • Set expectations at outset (agenda, ground rules) • Assign roles to participants (timekeeper, scribe, etc.) • Go slowly to make sure speakers are heard • Leave participants unmuted to encourage participation
- 30. Tips and Tricks for Virtual Meetings Some Unique Suggestions To Try: • “Formalize the Water Cooler” by asking for feedback at end of the call (Ferrazzi, 2015) • Encourage “Meet and Greet” prior to meeting by opening phones lines for sharing (Axtell, 2016) • “Turn the Video On” – video of presenter’s location can help participants stay focused (Ferrazzi, 2015) • Display participants’ pictures/map to help visualize people and places (Pullan, 2011)
- 31. Leading Effective Virtual Meetings Questions? Thank you
- 32. Resources “Running Virtual Meetings”, HBR 20-Minute Manager Series, Harvard Business Review Press, 2016. Axtell, P. (2016) What Everyone Should Know About Running Virtual Meetings.” Harvard Business Review, April 14, 2016. Ferrazzi, K. (2015) “How to Run a Great Virtual Meeting.” Harvard Business Review. March 27,2015. Hall, K. (2007) Speed Lead: Faster, Simpler Ways to Manage People, Projects and Teams in Complex Companies London/Boston:Nicholas Brealey Pullan, P. Mindmap of Conference Call Frustrations from 2008 Survey available from http://www.conferencecallsmadeeasy.com
- 33. Resources (continued) Pullan, P. (2011) “The Seven Secrets of Successful Virtual Meetings.” Presented at the 2011 PMI Global Congress, Dublin, Ireland. Pullan, P and Prokopu, E. (2016) “Leading Virtual Project Teams.” Presented at the 2016 PMI Global Congress, Barcelona, Spain. Young, J. ( 2009) “Six Critical Success Factors for Running a Successful Virtual Meeting.” Retrieved from facilitate.com