Virtual meetings pose some unique challenges (and benefits) for getting work done across time and distance. In this session we look at the ways you can use structure to create naturally more effective and engaging virtual meetings. Like previous sessions in the “Naked Meetings” series, we will share stories, along with tips and tools for you to put to use. Our suggestions can be used with any form of virtual meeting technology.

1. Naked Meetings III: Going Virtual
Rick Lent & Nancy Settle-Murphy
November 7, 2012
A Service
Of: Sponsored by:

2. INTEGRATED PLANNING
Advising nonprofits in: www.synthesispartnership.com
• Strategy
• Planning (617) 969-1881
• Organizational Development info@synthesispartnership.com
A Service
Of: Sponsored by:

3. www.mission.do
A Service
Of: Sponsored by:

4. Today’s Speakers
Rick Lent Nancy Settle-Murphy
Principal President
Meeting for Results Guided Insights
Assisting with chat questions: Hosting:
Jamie Maloney, Nonprofit Webinars Sam Frank, Synthesis Partnership
A Service
Of: Sponsored by:

5. Naked Meetings III:
Going Virtual
Rick Lent, Ph.D. Nancy Settle-Murphy
www.MeetingforResults.com www.guidedinsights.com
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License.

6. Today’s Agenda
1. Help you recognize some of the unseen
structural challenges of virtual meetings.
2. Give you ways to structure effective virtual
meetings.
3. Provide selected tips and tools for designing
and conducting better virtual meetings.
And take your questions …
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 6

7. Your Replies on Registration Survey…
1. What are your challenges in leading virtual meetings?
2. What type of virtual meetings do you typically lead?
3. How long have you been involved in planning and running
virtual meetings?
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 7

8. Unseen structures …
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 8

9. Unseen Structures of Meetings
• Physical, temporal,
procedural and personal
aspects of meetings.
• With an (unrecognized)
impact on how we
interact with each other
and do the work of the
meeting.
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 9

10. Unseen Structures of Virtual Meetings
Sara Beauvais The FairyCircle.com
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 10

11. Some Structural Aspects of Virtual
Meetings…
1. Length of your typical virtual meetings?
a) Up to 30 minutes?
b) Up to 60 minutes?
c) Longer?
2. Number of participants in your usual virtual meetings?
a) 2-6
b) 7-12
c) 13 or more
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 11

12. Examples of Virtual Meetings
Two stories of virtual meetings, their
structure, and outcomes.
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 12

13. Virtual Meeting to Reach a Critical
Project Decision
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 13

14. What Was that Critical Project
Decision?
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 14

15. Underlying Structure of Meeting
1. How discussion was
conducted.
2. How differences in
authority and expertise
were managed.
3. When critical information
was shared.
4. How decisions were
framed, and achieved.
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 15

16. When Virtual Engagement Can Mean
Life or Death
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 16

17. Engagement by Design
Listen
Interact
Apply
Interpret,
Assimilate
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 17

18. Five Choices in Planning and Preparing
for Effective Virtual Meetings
1. How you define the work of the meeting
and communicate necessary information
in advance so all arrive prepared
2. Whom you invite
3. How you design the discussion
4. How time will be spent
5. How you arrange the meeting “space”
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 18

19. 1. How You Define the Work of the Meeting
Define a Clear Task for Each Part of Meeting Agenda
The more clearly the task description fulfills the FATT criteria, the
more likely it is that the group will engage each other effectively
in the work of the meeting.
• Focused: Subject for discussion is a clear and bounded task so
everyone understands exactly what is under consideration.
• Actionable: Decision can be acted on by those present. This
group has the relevant authority, .
• Timely: This is the right time to address this topic.
• Timed: Adequate time planned for task and # of participants.
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 19

20. Well-Defined Task Statements
Rather than “communication planning”
• “Decide on plan for maintaining website and
Facebook page.”
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 20

21. 2: Whom You Invite
Task/purpose at hand
Roles and Locations,
responsibilities time zones
Diversity of
Level of trust
perspectives
Relationships –
existing and desired
Asynchronous, synchronous, or combination
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 21

22. 3: How You Design the Discussion
Quick tips for structuring a
virtual discussion:
• Maximum #: 8 people
• Online flipcharts, quick
polling – verbal or online
• Multitasking “on task”
• “Around the virtual table”
• Give people a job to do
• Online conversations,
before and after
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 22

23. Prework, Prep as Prereqs
+ ion
=
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 23

24. 4: How Time Will Be Spent
• 80/20 rule: 80% active, 20% passive
• Shift activities, energy every 5-7 minutes
• 60-min. meeting = 5 + 10 + 45 min.
• Objectives, goals
• Conversation type
• # participants
• Supporting technology
• Extent of prework
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 24

25. Creating a Realistic Design:
Task: “Decide on plan for maintaining website and Facebook page.”
Agenda for Meeting Timing Activity Other
Pre-work portion in Open 5-6 days Post summary slides with request for May need to send
online conference area prior to participants to nominate favorite plan reminder, depending
meeting/close by voting in online conference space, on participation
24 hrs before along with related rationale
meeting
Welcome, objectives, 5 minutes Prepare slide or electronic Send agenda ahead of
process, check-in whiteboard/flipchart with agenda and time as well
related timing
Review options 5 minutes Poll participants for their top choice May use virtual hands-
up as alternative
Discussion 30 minutes Discuss pros & cons of each option Less time needed if we
have a consensus
Decide (consensus 10 minutes Re-poll participants May use polling if
preferred) Verbal weigh-in – 1st and 2nd choices, anonymity desired
with statement of rationale
Next steps 10 minutes Summarize responses – announce Meeting notes w/in 24
decision, implications and next steps hrs, indicating actions,
Create notes in shared space where all
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a drivers and dates
Creative Commons Attribution-NoDerivs 3.0 Unported License.
can see 25

26. 5: How You Arrange Virtual “Space”
Where are Participants Seated?
• Everyone remote or some in room together?
– Best is to have all participating virtually
(even if some could be face-face).
• If you must mix remote and face-face participants,
go-around group regularly to get equal input. Begin
with those on speaker phone.
– Have tent card with pictures of those on speaker phone
• Make sure everyone has same information in the
same form/medium – on a screen or in their hands.
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 26

27. 5: How You Arrange Virtual “Space”
Can I hear you now?
• Avoid use of mute
• Ask all to be in a quiet space,
or use headset
• Avoid use of speaker phone
• Avoid noisy, distracted places
– No meetings while driving
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 27

28. 5: How You Arrange Virtual “Space”
Visible Note Taking
• Use virtual flipchart or shared document for
ongoing meeting notes
– Real time “Visible Note Taking” important for tracking
progress of discussion
– Have volunteer keep ongoing notes where all can see
them
• Plan how participants can make comments, ask
questions, etc.
– You can’t see body language
– Use of IM, email, “raising hands” and regular “go-
around” is important
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 28

29. Five Choices in Planning and Preparing
for Effective Virtual Meetings
1. How you define the work of the meeting
and communicate necessary information
in advance
2. Whom you invite
3. How you design the discussion
4. How time will be spent
5. How you arrange the meeting “space”
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 29

30. For More Information..
Rick’s e-book available on Amazon and other e-book
retailers. Also see Rick’s blog at
www.meetingforresults.com/blog or sign up for his
newsletter
Contact Rick directly at:
rick@meetingforresults.com or 1-978-580-4262
Nancy’s new book available from Amazon and CRC Press
in December - Enter promo code - KVL31 – at checkout
Contact Nancy directly at:
nancy@guidedinsights.com or 1-978-263-2545
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a
Creative Commons Attribution-NoDerivs 3.0 Unported License. 30

31. Find listings for our current season
of webinars and register at:
NonprofitWebinars.com
A Service
Of: Sponsored by: