This document outlines an agenda for a webinar on January 25, 2016 about designing effective virtual meetings. The webinar objectives are to help participants design engaging virtual meeting agendas, harness attendee input, minimize multitasking, and provide a virtual meeting checklist. The webinar is led by Cynthia Clay, an expert in virtual learning and chief architect of Virtual Leader. The webinar includes polls, statistics, and tips to improve productivity and focus in virtual meetings.

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Great Web Meetings
(We’ve Got to Keep Meeting Like This!)
January 25, 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 on February 22
• Customized for private delivery in your web
conference platform

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1
2
3
5
4
The Power of
Web Conferencing
Running Effective
Virtual Meetings
The Power of Connection
Building Virtual Relationships
The Power of Calibration
Building Accountability
on a Virtual Team
The Power of
Collaboration
Harnessing Individual
and Team Strengths
The Power of Celebration
Recognizing Individual
and Team Results
The Roadmap

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• Five, 90-minute web workshops
• Delivered by our virtual trainers
or your virtual trainers
• Combined with NetSpeed Fast
Tracks™ mobile for pre- and
post-class reinforcement
• May be licensed and
customized
Synchronous

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Mobile-enabled
• Accessible on any device
• Use mobile device’s voice
recognition to dictate
responses to online
assignments
• Add photos from mobile
device
• Interface similar to
Facebook or Yammer

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• Five online topics in a peer-to-
peer learning environment
• Short recorded webinars,
animated video, presentations,
class blog, polls, and quizzes
• Hosted in NetSpeed Fast
Tracks™ mobile
• May be licensed and customized
Asynchronous

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• Link to download our meetings eBook
• Learn about the
Virtual Leader™ program
• Receive a $345 discount
on the February/March 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!