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Facilitating
Great Web Meetings
November 16, 2016

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Webinar Objectives
• Design virtual meeting agendas
with participant engagement in
mind
• Harness the best thinking of
meeting attendees
• Minimize multitasking and
increase focus
• Take away a Virtual Meeting
Checklist

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About Cynthia Clay
• 25+ years of experience
• Author of Great Webinars
• An expert in collaborative,
engaging virtual learning
• Chief architect of Virtual Leader™
• An advocate of great web
meetings

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Productivity Poll
How productive was the last web meeting
you attended or led?
Very Productive
Somewhat Productive
Neutral
Somewhat Unproductive
Very Unproductive

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25 million
The number of
meetings that
occur in the US
every day
National Statistics Council

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What percentage of
meeting time is
wasted?
< 25%
35%
50%
65%
>75%

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Unproductive Time?
• 31 unproductive hours spent in meetings
each month
• 15% of an organization’s collective time

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“Asking if virtual meetings will replace live
meetings is like asking if singles’ chat rooms will
replace real dating.”
Spencer Jarrett
Business Week

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More than 1/3 of new marriages began with an
online meetings and those who met online tend to
have higher marriage satisfaction.
Pew Research Center

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How as technology changed the way you conduct
meetings in your organization?
Pew Research Center

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Meeting Time
Which of these statements ring true for you?
– I’ve daydreamed during a web meeting
– I’ve slept through a web meeting
– I’ve felt overwhelmed by the number
of web meetings I am asked to attend
– I’ve multi-tasked during a web meeting
– I love attending web meetings

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Measurable Meeting Goals
Which of these is an
example of a measurable
meeting goal?

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Measurable Meeting Goals
• Discuss the marketing event
• Choose a venue for the
marketing event within our
budget of $10,000
• Brainstorm creative ideas for
the product launch
• Brainstorm 10 creative ideas for
the product launch on May 1

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Your Web Meeting Tools
Chat
Polling
Annotation Tools
Emoticons/Status Icons
Video/Audio
Streaming Video
Breakout Rooms

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Your Virtual Meeting Kit
What interaction tools do you use
most often in your virtual meetings?

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What’s the Difference?
How is an
agenda for a web
meeting different
than an agenda
for a face-to-face
meeting?

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Meeting Plan
http://netspeedlearning.com/contact/?p=vl&r=meetingplan

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Drought in California
• Past three years have been the
driest on record.
• The state has a year’s worth of
water left.
• Groundwater levels are at an
all time low.
• Governor Brown imposed
mandatory water restrictions.

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Visual Impact
How would you
improve this slide?

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one year of water left

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What will you gain if you get there early?
What will you avoid if you get there early?
Why?

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Ground Rules
What ground rules
make sense for a web
meeting?

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What are They Doing?
• Getting other work done: 65%
• Sending an e-mail: 63%
• Eating or making food: 55%
• Going to the restroom: 47%
• Texting: 44%
• Checking social media: 43%
Intercall Study referenced in
Harvard Business Review

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Multitasking

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Building Virtual Presence
• Reduced ambiguity
• Increased connection
• Reduced conflict
• Reduced multitasking

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Turn on Your Web Cameras
• 4% multitask on
video calls
• 57% multitask on
phone calls
Fuze Infographic

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Polls for Multi-Voting
What dessert should
we order for our
annual company
lunch?

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Test Agreements
Are we all in agreement?
Full
Agreement
Partial
Agreement
Serious
Reservations

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Testing Agreements
Should you move
forward?

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Testing Agreements
What should you
do next?

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Move Forward?
Should you move
forward?

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• Brainstorming
• Problem solving
• Evaluating
alternatives
• Making a group
decision
• Listening to an
update
Clear Signals

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Visual Records
• Record
commitments and
actions to be taken.
• Use a note pod or
whiteboard.

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Tips for Managing Chat
• Use people’s names
• Pose interesting
questions
• Reinforce relevant
points
• Clear chat regularly

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Marketing Ideas
Advertise weekly
Write ebooks
Use social media
Give aways

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Celebrate Last Week
• Type in chat first.
• Then unmute phone
lines.
• Ask each person to
elaborate.

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Kudos!
Marilou: Thank you for
cross-training Sherry
Sherry: Awesome job on
Fast Tracks Mobile!
Tim: I like the new design
of the app a lot. Good job.
Tim: Thanks for getting
that proposal done.
Cindy: Great feedback
from your client on the
design project. Thx.
Cindy: Thank you for
organizing the output.
Leo: Thx for alerting me
to the website issue.
Marianne: Thanks for co-
presenting the webinar
with me.

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Now What?
What action will you take
now to improve your
virtual meetings?

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Virtual Facilitator Training
• Deep dive, comprehensive course
• Focused on virtual design and delivery
• Public courses offered six times/year
• Next course begins in January
• Customized for private delivery in your web
conference platform

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• Link to download our meetings eBook
• Receive a $345 discount
on the January Virtual
Facilitator Trainer
Certification program
http://netspeedlearning.com/virtual-learning/vftc-schedule/
• Download a Virtual Meetings
Checklist
• Check out the Infographic
Take our Survey

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Thank You!