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Running Effective Virtual Meetings: Tools & Techniques for Engagement

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Beth Kanter
www.bethkanter.org

Published in: Government & Nonprofit
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Running Effective Virtual Meetings: Tools & Techniques for Engagement

  1. Beth Kanter September 14, 2017 Running Effective Virtual Meetings: Tools & Techniques for Engagement
  2. @kanter www.bethkanter.org Beth Kanter: Master Trainer, Speaker, Author and Nonprofit Thought Leader
  3. AGENDA OUTCOMES • Interactive • Brevity • Full attention • Everyone participates • Simulation exercises Rules of Engagement The Agenda Implement one small step to improve your virtual meetings or webinar to share on Oct.5 1: Opening (30 min) Agenda Review, Intros, Context, Exercise 2: Before (30 min) Designing for Engagement Tech & Logistics Tips 3: During (30 min) Facilitating for Engagement 4: After (5 min) Follow Up 5: Recipes (5 min) Interactive Webinars Check-Ins 6: Closing (10 min) Evaluation Homework Resources and Slides: http://bethkanter.wikispaces.com/VirtualMeeting
  4. Survey Results Snapshot: Types Type Frequency Size 70% Working Group Meetings Regularly Recurring w/ same participants S/M 64% Informal Check-Ins Regularly Recurring w/ same participants S 47% Webinars Different speakers, groups L 30% Advisory Group Meetings Regularly Recurring w/ same participants S/M
  5. Opener: Survey Results Snapshot: Activities Activity Discussion 94% Presentations 88% Review project plans 65% Asking for feedback on a proposal, report, or concept 65% Making Decisions 59% Introductions 53% Check-Ins 53% Scheduling 47% Brainstorming 47% Strategy 41% Collaboration on a document or other work product 41% Committee Reports 29% Close Outs 18% Reflection 12%
  6. Opening Exercise: Demo Word Cloud Technique and Tool Opening exercise is used to help people connect with their existing knowledge, learn about the audience for a webinar. Can also be used as a virtual icebreaker for a virtual team. Model use of “word cloud” and simple online polling tool called Slido Sli.do VirtualMeeting
  7. Introductions Using the Clock Technique for Audio Only Concept: http://www.kstoolkit.org/Teleconference+Clock • Use this initially to create a speaking sequence for intros, and then use it to ensure everyone speaks. • Draw a circle on a piece of paper and mark the hours like a clock or use template. • Each person is assigned a spot on the “clock” as they join the conference call. So the first person is 1 o’clock, the second 2, etc. If there are more than twelve, start adding 1:30, 2:30 etc. • Participants can make notations by names and use it as a visual tool to match names/voices/input. • If you are doing multiple rounds of “speaking” vary the “starting position” on the clock.
  8. Template by Nancy White Introductions Name Title Team A successful virtual meeting or webinar is [JUST ONE WORD] Simulate Arriving for a Conference
  9. More Audio Only Conference Call Tips More Tips for Audio-Only Conference Call: http://bethkanter.wikispaces.com/VirtualMeeting
  10. Participating in a virtual meeting is like being blind …
  11. Face Telepresence Video Audio Chat, Screen Share, Polls The Pyramid of Meeting Engagement More Engaging Less Engaging Adapted from Hassan Osman
  12. All Virtual Face- to-Face The biggest challenges with virtual meetings is a lack of engagement and group cohesion • Move up the pyramid • Use a mix How do you balance technology choices in low Internet bandwidth places with need for engagement?
  13. Effective Virtual Meetings: Tools & Techniques for Engagement Before During After Virtual Meeting Design Scheduling Across Time Zones Mitigating Tech Glitches Rules of Engagement Openers Facilitation Techniques Energizers Closers Follow Up and Notes
  14. Virtual Meeting Design: More Than Agenda Planning Purpose Share Information Advance the Thinking Provide Input Make Decisions Improve Communication Build Capacity Build Community Check-In and Agenda Review Quick Business Main Event Meeting Goal Process Proceed Short break every 90 minutes Continue until goal is met Action Plans Identify action items Who, What, By When Disseminate Meeting Evaluation What went well, what could be improved? Discuss engagement
  15. Virtual Meeting Design Checklist Purpose: Date/Time: Participants: How many? Name, Contact Info, Time Zone Rotating Roles -Facilitator -Bridge Facilitator -Greeter -Note Taker -Time Keeper -Tech Support Meeting Norms: 1. 2. 3. 4. 5. 6. Materials Participant Agenda w/ Times Background Reading Pre-Work Facilitator Agenda: Based on the participant agenda, map out process steps including framing, engagement, and technology tools needed. Technical Participant /Host Call-In/Online Log In Plan B Dress Rehearsal for Facilitator Agenda Technical support before/after meeting Communication/Scheduling: Recurring Time Zones Calendar Invitation Reminders Follow Up Notes
  16. Virtual Meeting Design: Common Meeting Roles Source: http://blog.meeteor.com/blog/rotating-meeting-roles/ Time Keeping Tool https://www.tickcounter.com/timer
  17. SchedulingBasics • Recurring meeting day/time, schedule all • SOT (Start/Stop on Time), 5 minutes early • Calendar invite w/ call-in, participant agenda and reading material before the call • Other Scheduling tools: Doodle and Time Bridge Across Time Zones • Is there a ground rule to establish? • Use World Clock Meeting Planner to identify “overlap windows” • Use shared calendar to automate time zone conversions • Record meetings • Increase awareness of participants’ time zones (Timezone.io) (everytimezone.com)
  18. World Meeting Clock https://www.timeanddate.com/worldclock/meeting.html Use World Clock Meeting Planner To Identify “Overlap Windows”
  19. https://timezone.io/
  20. http://everytimezone.com
  21. -Tech Support from tech keeper – before or after meeting, not during -Platform Tech Support Number/Links -Dress Rehearsals -Send copies of documents to all participants screen shares -Call-In: Participants and Hosts The Missing Guide To Troubleshooting Audio and Video Conferencing http://blog.lucidmeetings.com/blog/missing-guide-troubleshooting-audio-video-conferencing
  22. Be Camera Ready!
  23. Make Sure Your Next Web Conference Is Not A Technical Disaster http://bit.ly/2y0KN8b Check Your Platform Support Documents and Resources
  24. Rules of meeting engagement or “meeting norms” are stated standards that refer to processes, preparation and communication practices which can apply to any meeting. Virtual meetings have some specific norms.
  25. Examples of Norms For Virtual Meetings • We will use the technology that most accessible to everyone on our team. • Test your technology before the meeting and resolve any technical issues • Use phone line with audio clarity and stability • Do not multi-task (do other work) during the meeting • Follow an organized line up to ensure each person has a chance to respond. • Find a quiet space to participate • Use the mute button at your site to prevent the transmission of background noise. • Speak up to get attention if you have something to say. • Turn on your video whenever possible and be camera ready How To Use • Share with your agenda • Use different approaches to reinforce • Less is more, aim for 6 and transition after it becomes standard behavior More about meeting norms http://blog.meeteor.com/blog/meeting-norms/
  26. Create Virtual Meeting Norms for Your Team Step 1: Pre Work Ask team members to reflect on these questions prior to the meeting -What has enabled effective virtual meetings? -What has hindered effectiveness? Step 2: Meeting Discussion Discuss the above questions for 20 minutes. Step 3: Synthesis Wrap up the discussion by asking each person contribute their top two essential principles or norms. Capture this in a google document in bullet points. Share your screen. 10 minutes Step 4: Create Heat Map Share the google document link with the participants in chat or email ask them put a “red asterisk” or “*” by six of the most important principles. Give people 5-10 minutes to “vote.” Google doc sharing “anyone with a link” Step 5: Reflect on Results Spend 5-10 minutes reflecting on the results. Task someone to write up the draft meeting norms to be shared at the next meeting.
  27. Gifts & Hooks Step 1: Frame “Each person brings gifts to the table (skills, abilities, characteristics) that are valuable for the team in getting its work done.” “Each person also has hooks that represent what the individual needs to experience to remain fully engaged and actively involved as the group progresses in its work.” Step 2: Identify Participants use sticky note app or word cloud to identify their gifts and hooks. Step 3: Reflection What does this tell us about our team? What do we need to keep in mind to keep everyone engaged during virtual meetings? Adapted for virtual meeting facilitation based on Michele Wilkinson http://www.inifac.org/articles/argifts-and-hooks.pdf
  28. DEMO http://bit.ly/gifts-hooks
  29. Step 1: Frame Information: What kind of information do you need for the projects you work on? Communication: What kinds of communication do you use to get your work done? Collaboration: How do you know what everyone is doing? Step 2: Identify Participants use sticky note app to discuss questions for 10 minutes each. Team members add sticky notes in each category. Step 3: Reflection What does this tell us about our team? What do we need to keep in mind to be productive? Step 4: Draft Charter Task someone to write draft based on capture of the sticky notes. Step 5: Repeat When New People Added Virtual Team Charter
  30. Steps -Used Zoom/Linoit -Sticky note brainstorm using questions: Communications, Tools, Collaboration -Synthesized draft of norms in a google document
  31. Effective Virtual Meetings: Tools & Techniques for Engagement Before During After Virtual Meeting Design Scheduling Across Time Zones Mitigating Tech Glitches Rules of Engagement Openers Facilitation Techniques Energizers Closers Follow Up and Notes
  32. During: Techniques for Facilitating for Engagement Kick Off Meeting With A Strong Opener • Greet each participant as a they arrive • Share time zone chart, if appropriate • Use clock technique for audio-only • Rules of Engagement should be visible and pick one for the meeting • Ask each participant to answer check-in question • Experiment with visual or fun check-ins for team building • Agenda review Many more ideas and resources for openers: http://bethkanter.wikispaces.com/VirtualMeeting
  33. Virtual Icebreaker: Share A Picture of Your Desktop
  34. Facilitated Listening Skills: Chapter 4 Paraphrase: Repeating back in your own words what someone has said, often using phrasing such as “Let me see if I’m understanding you.” This builds trust and establishes your objectivity. You end your paraphrase with “Did I get it?” Draw Out: After you listen and paraphrase, you ask open-ended or empowering questions to draw people out. “Tell me more …” A simple hmm…. often works or intentional silence. Stacking and Threading: Summarize key points made by participants and move to the next question, ask someone who has not spoken yet. Acknowledge Feelings: People communicate their feelings, sometimes not directly. Listen for tone or watch facial expression on video, pose a question that names the feelings, and paraphrase their responses. Meta Listen: Listen for what the other person cares about, the value being created in the conversation, for what you appreciate about the person, or for what is not being said.
  35. How do you know if people are engaged in a face- to-face meeting?
  36. How do you know if people are staying engaged in a virtual meeting?
  37. Establish A Line-Up and Call On People Alphabetical Order: First or Last Name, Location Clock Technique Birthday Month Area Code, Time Zone Pass the Ball Random
  38. Video Tip: Watch for eye or hand movement, typing sounds, bored expressions, and remind people of meeting norms around engagement or ask that person a direct question.
  39. Hybrid Meetings: Assign Bridge Moderator • A bridge moderator (someone in the face meeting) ensures that there is a linkage between virtual and real time participants. • Reminds people in the face-to-face meeting that virtual participants are part of the meeting. • Checks to make sure that virtual participants can hear, see, and speak. • If using video conferencing, project remote participants on the screen or give a seat at the meeting table.
  40. My seat at the meeting table
  41. My Bridge Moderator
  42. Showed the Flip Chart
  43. • Appoint a bridge moderator for those on speaker phone • Name tags or table tents for those on speaker phone • Call the speaker phone participants first
  44. Voting on Video: Thumbs Up
  45. Voting: Shared Document
  46. Voting: Online Polls Based on our discussion, should we add another orientation event in October?
  47. Use Online Chat To Support Engagement • Participant questions • Share insights • Brainstorm • Parking Lot • Notetaking (if separate feature does not exist) • Share Pairs (DM) • Feedback
  48. Lead A Stretch Break
  49. Closers: Evaluate the Meeting Step 1: Frame What worked well for this virtual meeting? What could be improved? Step 2: Think, Write, Share Participants think quietly for one minute, timed by facilitator. When time is up, facilitator asks participants to type answers to question into the chat. Facilitator summarizes responses. Facilitator repeats for second question. Step 3: Reflection The facilitator leads discussion for 3-5 minutes to get the group to identify one thing to improve the next virtual meeting. Step 4: Just One Action Step The note taker captures the meeting improvement action step for next meeting.
  50. Closers: Evaluate the Meeting Sad, Mad, Glad Meeting Retrospective https://www.retrium.com/resources/techniques/mad-sad-glad
  51. Effective Virtual Meetings: Tools & Techniques for Engagement Before During After Virtual Meeting Design Scheduling Across Time Zones Mitigating Tech Glitches Rules of Engagement Openers Facilitation Techniques Energizers Closers Follow Up and Notes
  52. Send A Short, Concise Follow Up Email Summarizing Who Is Working On What How To Take Notes in Meetings http://blog.lucidmeetings.com/blog/how-to-take-notes-in-meetings
  53. Effective Virtual Meetings: Recap Before During After Virtual Meeting Design Scheduling Across Time Zones Mitigating Tech Glitches Rules of Engagement Openers Facilitation Techniques Energizers Closers Follow Up and Notes
  54. Webinar Recipe #1: Presentation Timing Content 10 minutes -Welcome by Facilitator -Ground Rules -Tech Support – Ask in Chat - Mute Lines - Slides/Link to recording afterwards - Ask speaker questions in chat or share insights -User Poll – Question linked to content -Introductions speaker and topic 10 minutes Topic 1: Speaker Chat Facilitator responds to technical questions in chat and keeps track of questions 5 minutes Facilitator asks speaker prepared question Asks chat facilitator relay on relevant questions from audience in the chat 10 minutes Topic 2: Speaker Chat Facilitator responds to technical questions in chat and keeps track of questions 5 minutes Facilitator asks speaker prepared question Asks chat facilitator relay on relevant questions from audience in the chat 10 minutes Topic 3: Speaker Chat Facilitator responds to technical questions in chat and keeps track of questions 5 minutes Facilitator asks speaker prepared question Asks chat facilitator relay on relevant questions from audience in the chat 5 minutes Facilitator asks speaker to share final words or summary, thanks speaker, where to get slides and recording. Thank you email w/links to recording and slides sent to participants
  55. Webinar Recipe #2: Panel Discussion Timing Content 10 minutes -Welcome by Facilitator -Ground Rules -Tech Support – Ask in Chat - Audio Stream – Ask questions in the chat or share ideas - Slides/Link to recording afterwards -User Poll – Question linked to content 15 minutes Facilitator frames topic and introduces 3 panelists Facilitator invites Panelist 1 to present for 4-5 minutes Facilitator invites Panelist 2 to present for 4-5 minutes Facilitator invites Panelist 3 to present for 4-5 minutes Chat Facilitator responds to technical questions in chat and keeps track of questions 15 minutes Facilitator asks prepared follow up question to panelists Panelists respond Facilitator asks Chat Facilitator for relevant audience questions Chat Facilitator verbalizes questions from audience shared in chat 15 minutes Facilitator asks prepared follow up question to panelists Panelists respond Facilitator asks Chat Facilitator for relevant audience questions Chat Facilitator verbalizes questions from audience shared in chat 5 minutes Facilitator asks speaker to share final words or summary, thanks speaker, where to get slides and recording. Thank you email w/links to recording and slides sent to participants
  56. Check-In Meetings: Recipe • Schedule a regular time, if possible or schedule next meeting at the end of your meeting • Put informal agenda in meeting invite, allow edits • Use video if possible • Keep running shared document of notes • Practice facilitated listening skills
  57. Closing: Think, Write, Share What is one idea, technique, or tool that you can try out between now and our next session that can help your virtual meeting or webinar be more engaging? Try it, reflect on it, and come ready to share on 10/5/17 at 11:00 am Just One Word …..

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