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.
8. 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.
9. Template by Nancy White
Introductions
Name
Title
Team
A successful virtual meeting or webinar
is [JUST ONE WORD]
Simulate Arriving for a Conference
10.
11. More Audio Only Conference Call Tips
More Tips for Audio-Only Conference Call:
http://bethkanter.wikispaces.com/VirtualMeeting
15. 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?
16. 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
17.
18. 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
19. 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
20. Virtual Meeting Design: Common Meeting Roles
Source:
http://blog.meeteor.com/blog/rotating-meeting-roles/
Time Keeping Tool
https://www.tickcounter.com/timer
21. 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)
25. -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
27. Make Sure Your Next Web Conference Is Not A Technical Disaster
http://bit.ly/2y0KN8b
Check Your Platform Support Documents and Resources
28. 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.
29. 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/
30. 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.
31.
32. 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
34. 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
35. Steps
-Used Zoom/Linoit
-Sticky note brainstorm using questions: Communications, Tools, Collaboration
-Synthesized draft of norms in a google document
36. 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
37. 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
39. 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.
40. How do you know if people are engaged in a face-
to-face meeting?
41. How do you know if people are staying engaged in a virtual
meeting?
42. 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
43. 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.
44. 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.
50. • 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
54. Use Online Chat To Support Engagement
• Participant questions
• Share insights
• Brainstorm
• Parking Lot
• Notetaking (if separate feature
does not exist)
• Share Pairs (DM)
• Feedback
57. 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.
58. Closers: Evaluate the Meeting
Sad, Mad, Glad Meeting Retrospective
https://www.retrium.com/resources/techniques/mad-sad-glad
59. 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
60. 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
61. 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
62. 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
63.
64.
65.
66. 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
67. 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
68. 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 …..