The 3 T’s of Great Virtual Meetings - Trust
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This document provides guidance for creating effective virtual meetings. It emphasizes establishing trust by setting clear expectations, being honest, and asking for help. It recommends keeping meetings short, holding frequent check-ins and retrospectives, and engaging participants through good visuals and different participation methods. The key lessons are to avoid transferring bad in-person meeting habits, make meetings shorter and more frequent, and use virtual time purposefully for action.
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The 3 T’s of Great Virtual Meetings - Trust
- 1. Session #2: TRUST 1. When + why to meet 2. Important roles 3. Creating a safe space 4. Learn from our mistakes Be ready to participate! 1. Test your audio 2. Turn on your video 3. Open the chat-box 4. On a smart-phone? Download the ZOOM app*. *This webinar does not focus on smartphone/ipad learnings The 3 T’s of Great Virtual Meetings (Tools. Trust. Technique.)
- 2. AHS has an enterprise account with Zoom.
- 4. Let’s just take a breather. Mindfulness is important, especially now.
- 5. How might we… Destroy psychological safety for every meeting participant?
- 6. Does this deserve a meeting?
- 7. When to meet YesYes Have I thought this through? Don’t Book a meeting No Do I need outside input to make progress? Don’t Book a meeting Just work on it No EMAIL! No Book that Virtual Meeting, prepare and invite people that NEED to be there. Yes Does moving forward need real-time conversations
- 8. Grounded rules: Set expectations Be honest Ask for help
- 9. Mindsets: Attitudes to embrace Progress trumps perfection Share the power
- 10. Keep peeps engaged • Announce the point of the meet • Prepare good visuals • Create different ways to participate • Digest data for participants • Do a virtual table drop
- 11. Check in more often Shorter meetings Daily huddles Team retrospectives Explore together
- 12. Things COVID taught the world: That thing they said couldn’t be done virtually, … can, indeed, be done virtually.
- 14. Find new ways to have fun
- 15. If you only remember three things… 1. Don’t transfer in-person meeting bad habits + brules 2. Make meetings shorter and more frequent 3. Use virtual time with purpose and for action
- 16. Get in touch Let's chat: Design.Lab@albertahealthservices.ca @Design4AHS @Design4AHS D4AHS.com
Editor's Notes
- Josh opens
- Josh Toss blog written by zoom into chat box (ALI) Meets https://blog.zoom.us/wordpress/2018/11/12/zoom-serves-canadian-healthcare-pipeda-phipa-compliance/ If you work in AHS many teams are using zoom From free to paid subscriptions. IT does not provide technical support, but it does not prevent its use either.
- JOSH
- SHAY All these changes can cause stress and anxiety, we want to take a quick moment to ourselves, and recognize. 1 min / 1 do 2/60th of an hour 1/30th of an hour 120seconds
- ERIN Get the whiteboard for the answers Text box for the reflection
- ERIN Virtual meetings with no steps for action, and only one person talking, are not meetings, they are emails. If you’re not looking for suggestions, or to learn from your team, its not a meeting Keeping people engaged is harder online, so agree to purposeful meetings: every person there should know why they’re there, and what will happen because of the meeting Sharing information: email… Shaping opinions: meeting Gathering information: survey / poll… Gathering people’s experience: meeting
- JOSH A meeting isn’t about sharing what you have done, its not report outs. Please don’t use them for it, its about group decision making, sharing collaborative intelligence, if you need something really think about the work you are doing and if that meeting is needed. ASK FOR FEEDBACK, talk to your team about your needs, and what is working and what is not. Be honest with them but also yourself, if you booked a meeting and at the end you think it could have been an email, acknowledge that, then move on. You wont make the same mistake next time.
- JOSH When in doubt, be transparent Turn off distractions Put down the cell phone Stop trying to multitask
- JOSH If you wouldn’t say it in a in-person meeting, you shouldn’t say it online. Video removed some am Try out some fun names, its team connection, working resource group, ANYTHING THAT STARTS WITH COP.
- ERIN Gain trust that you won’t meet unnecessarily Keep slides simple Polls, breakouts, even directing them to a certain point on the screen “What we are looking at” –or using graphs + visuals instead of data tables “They never read the attached info” – well, change your expectations.
- ERIN - The way we work virtually will be different than how we used to work.
- ERIN Things have changed. Your team doesn’t have to “get by” with virtual meetings, it can be a good shake up to bad meeting habits. - Opportunities for inclusion for remote team members (Josh story)
- JOSH Instead of hats – we have: 7 meeting animals Eagle – 30,000 foot perspective Elephant – Devil’s advocate Book worm – does the digging Dolphin – Empathy guru Butterfly – Well networked Peacock – Creative dreamer “why not why cant we” Squirrel – Risk Manager Adapatbility
- Fun meeting names Silly self-nicknames “Hat” day, or funny costumes Bingo games / Gaming breaks
- JOSH Engagment increases Less multitasking, because there are less useless meetings
- ERIN Youtube channel is put into the chat box, this is where our recording will be.