If you’re new to running online meetings with people who are distributed and working from home due to COVID-19, these guidelines are for you. There are a few things to keep in mind that will make your meetings at least as effective if you were meeting in person whether you’re doing a conference call or using video.
TEST THE TECHNOLOGY
Using new tools can be stressful so allow time before the meeting to get set up and make sure everything is working.
- Install any new tools in advance so they’re already downloaded.
- Invite a co-facilitator to monitor the chat room if you’re nervous about multi-tasking.
- If you’re not personally comfortable with the tools, ask someone who’s more familiar to join you early. It could be IT or a tech savvy colleague.
- Test both sound and video. Make sure you know the basics like how to mute yourself and others, turn your camera off, share your screen, etc.
- Set up your workspace so that your mouse, headphones, phone and power source are within reach.
- Join the call with your phone and download and send the presentation to another person in the event your internet goes down during the meeting.
THOUGHTFUL PREPARATION HELPS
- Curb the invite list. It can be unwieldy to manage a call or video conference with too many attendees so only invite people who absolutely need to be there. You can inform others later.
- Establish clear goals. Create a detailed agenda and share it with participants ahead of time so they can come prepared and focused.
- Set the intention. Tell people the purpose of the meeting. Are you giving an update? Getting their input? Making a decision? This helps everyone contribute appropriately.
- Explain how time will be spent: Share your approach, for example “I’ll spend the first ten minutes giving you background. After that, I’d like to hear your thoughts, questions, and suggestions. We’ll leave five minutes at the end to wrap up and talk about next steps.”
PRACTICE INCLUSIVE FACILITATION
- Address people by name so it’s clear who you’re talking to and so that everyone doesn’t respond all at once.
- Acknowledge the challenges of meeting remotely for the first time, and ask people to be patient.
- Call on people who are struggling to break into the conversation or who you haven’t heard from.
- If the group is especially fast paced, tell them how they can virtually “raise their hand” when they want to speak – for example, by putting their name in the comment box.
CLOSE WITH CLARITY
- As you’re winding down, check whether there are any last questions or comments.
- Summarize what you heard and what next steps you plan to take.
- Set expectations about timing and how your decision will be communicated to the group.
Share your questions and tell us how we can help – info@reverbpeople.com
