Learn how to structure more effective and engaging virtual meetings; recognize (unseen) structural challenges; identify ways to keep people engaged in a virtual world and acquire some specific tools that you can put to use to improve upcoming meetings. Enjoy!

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Thursday, December 10th, 2015
2:00 - 3:00 PM (Eastern Time)
Build. Connect. Grow. Membership & more.
Leading Great Virtual Board Meetings
Nancy Settle-Murphy
Guided Insights
Dr. Rick Lent
Meeting for Results

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Take Aways
1. Help you recognize some of the unseen
structural challenges of virtual meetings.
2. Identify ways you can plan and conduct more
effective meetings that keep people engaged in
a virtual world.
3. And acquire some specific tools that you can
put to use to improve upcoming meetings.
Along the way we will provide selected tips and
tools for better virtual meetings…and take your
questions

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Your Replies on Registration Survey…
When it comes to designing, planning and leading
virtual meetings, what challenges would you most like
to address?
A quick summary of your comments on challenges…
• Setting effective agendas
• Keeping all engaged and balancing participation
• Staying on task and time
• Technology challenges

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Unseen Structures of Meetings
• Physical, temporal,
procedural and personal
aspects of meetings.
• That impact how we
interact with each other
and do the work of the
meeting.
• The right structure
naturally supports
effective behaviors and
productive meetings.

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Virtual Meetings: There’s More
Unseen than You Think
Sara Beauvais The FairyCircle.com

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Some Structural Aspects of Virtual
Meetings… Poll
1. Number of participants in your virtual meetings?
a) 2-6
b) 7-12
c) 13 or more
2. Are many of your virtual meetings “hybrid,” with some
participants together in a room and some remote?
a) Yes
b) No

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A Familiar(?) Virtual Meeting
Who’s here?
…Since 5 of us
are here, let’s
start.Who just
joined? Oh, hi
Bill. On the
call are…
Text from Mark:
Running late.
Who just
joined? Hi
Sue. We’re
discussing..
4:00
4:05
4:10
Who joined?
Mark, we’re
discussing..
4:15
I think we’ve heard
from everyone and we
all support this idea.
Lets move on to the
next topic..
Sorry…I tried to say
something but forgot
I was on mute. I have
a concern about… Sorry everyone. I
have to leave early to
make my next
meeting..
4:25
4:50

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Underlying Structure of Meeting
1. Number of participants.
2. Time management.
3. How discussion was
conducted.
4. How decision was to be
achieved.
5. Physical arrangements

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Absence of Visual Cues Compounds
Mistaken Assumptions

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Keeping Everyone on Same Page
by Design

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Five Choices in Identifying Effective
Structures for Virtual Meetings
1. How you define the work of the meeting and
communicate necessary information in
advance so all arrive prepared
2. Who gets invited to participate
3. How you design the discussion
4. How time will be spent
5. How you arrange the meeting “space”

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1. How You Define the Work of a Meeting
Define a Clear Task for Each Part of Meeting Agenda
• 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.

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Well-Defined Task Statements
Rather than “communication planning”
• “Decide on plan for maintaining website and
Facebook page.”
Include the action and the expected result:
• “Create (action) a list of priorities for work on
strategic plan (result.)”
• “Decide (action) on budget proposal for
redesigning web site (result.)”

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Asynchronous
(Anytime participation
– before, during or
after)
Synchronous
(Same-time, real-time
conversation)&/or
2: Who Gets Invited to Participate
(and When and Where)

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Upfront
conversations
(online, phone,
etc.)
Follow-up
conversations
(online, phone,
etc.)
Real-time Virtual
Meeting
Individual Work
Local
Groups
Breakout
Groups
Simultaneous
Subteam Mtgs.
Participation Options

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Example: Making Participants Visible
Anne
Jill
Jake
Jae
Michael
Delia
Rachel
Sally
Judd Marta
Paula
Douglas

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Questions So Far?

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• Objectives, tasks
• Types, length of
conversations needed
• Number, location, roles of
participants
• Existing relationships
• Time constraints
• Cultural, organizational
differences
• …and more
• Extent, type of prework &
prep
• Forms of participation,
timing
• Duration, number of
meetings
• Sequencing of meetings
• Technology selection
Variables affecting agenda Design elements
3: How You Design the Discussion

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Quick Tips for Designing with
Engagement in Mind
• Allow at least 5 minutes for roll-call, check in,
technology start-up
• Limit verbal conversations to @8 people
• “Bake in” concept of multitasking on task
• Use online flipcharts, quick polling, Q&A,
chat, etc.
• Go-Around the virtual table
• Assign jobs to keep people focused

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4: How Time Will Be Spent
1. 80/20 rule: 80% active participation,
20% passive
– Save content review for offline
– Minimize time in presentations
2. Shift activities, energy every 5-7 minutes
– Map out interventions, methods in advance
3. 60-min. meeting = 5 + 10 + 45 min.
– Be realistic about how much time will really
be needed
20

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Agenda as Shared with Participants
Task: “Decide on design principles for website and Facebook
page.”
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Time Activity
10:00 – 10:05 Technology check
10:05 – 10:10 Check-In (Go-Around to hear from all)
10:10 – 10:30 Brainstorm new ideas for website
10:30 – 10:50 Reach agreement on next steps needed to
present options to executive team,
including deliverables, timing, and
responsible people
10:50 – 11:00 Recap decisions made, outstanding issues
and actions, next meeting

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Team Leader’s Detailed Agenda:
Task: “Decide on design principles for website and Facebook page.”
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Timing Facilitator’s version of agenda Method
10
minutes
Roll-call, logins, dial-ups, welcome, objectives,
process, check-in, technology run-through
Prepare slide or electronic whiteboard/flipchart
with agenda and related timing
20
minutes
Brainstorm new ideas for website – includes
time for problem clarification, constraints,
decision-making process, and use of
technology for this section
Copy brainstormed ideas from asynchronous
session, by category, and invite people to type in
new ideas or build on others, scan and discuss
20
minutes
Reach agreement on next steps needed to
present options to executive team, including
deliverables, timing, and responsible people
Create action planning document with Google
Docs. Pause for silent reflection. Ask for volunteers
to shout out needed steps, one at a time. Ask
others to type in additional ideas.
10
minutes
Recap and affirm decisions made, outstanding
issues and actions, next meeting – ensure
shared understanding and agreement
Verbally summarize decisions, actions, and next
steps, creating notes in shared space where all can
see. Ask each participant for verbal check-out,
noting any concerns or remaining questions.

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Any Questions?

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5: How You Arrange Virtual “Space”
Creating a level playing field…
• Everyone remote or same in room together?
– Best is to have all participating virtually
• If you must mix remote and face-face
participants:
– Make sure sound quality is great.
– Say name before speaking
– Go-Around group regularly to get equal input.
Begin with those on speaker phone.
• Make sure all have same information in same
form/medium – on a screen or in their hands.

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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

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5: How You Arrange Virtual “Space”
Visible Note Taking
• Use virtual flipchart or shared document
for ongoing meeting notes. Have someone
track discussion where all can follow it.
• Plan how participants can make
comments, ask questions, etc.
– Use of IM, email, “raising hands” and regular
“go-around” is important…
– Give everyone an equal opportunity to
participate

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Back to Mary: Her Design NowDesign for Meeting Timing Activity
logins, dial-ups, technology run-
through
10 minutes Prepare slide or electronic whiteboard/flipchart with
agenda and related timing
Check in, agenda and roles 10 minutes Lead Go-Around for check-in. Use pictures of everyone on
the call. Review agenda and explain the roles of two
volunteers: Sue for time and Frank using Google Docs for
ongoing notes
First task: To decide on a plan
for X.
20 minutes Frame the decision and open for discussion. After 15
minutes ask if the group is ready to decide. If so, conduct a
Go-Around to hear from all: “Could you each briefly explain
your support or any remaining questions or concerns?” If
necessary ask the group for more time as this is the most
important agenda item.
Second task: To set dates and
responsibilities for next
quarter’s abc initiative.
15 minutes Remind all of what needs to be decided. Make sure all have
the calendar (sent out in advance.) Proceed to gather
suggestions as Frank captures these on the shared
document. Check for omissions or concerns in a final Go-
Around.
Closing 5 Minutes Summarize decisions, actions, and next steps. Ask each
participant for verbal check-out, noting any concerns or
remaining questions.

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Mary’s Agenda as Shared with
Participants
Time Activity
10:00 – 10:10 Technology check
10:10 – 10:20 Check-In
10:20 – 10:40 (20
minutes)
Decide on plan for X.
We need consensus here.
10:40 – 10:50 Set dates and responsibilities for ABC
10:50 – 10:55 Action items and next steps
This agenda was sent out in advance with the necessary back-up
documentation for two main tasks.

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For More Information..
Rick’s new book is available on Amazon. It includes
example agendas, and approaches to difficult situations.
Rick and Nancy co-authored a chapter dedicated to
structuring effective virtual meetings. It contains 20 tools
for planning and conducting more engaging, effective
virtual meetings. And check out Rick’s blog at
www.MeetingforResults.co/blog. Contact Rick at:
rick@meetingforresults.com or 1-978-580-4262
Nancy’s book is available from Amazon and CRC Press .
Written as a series of tips, this book presents practical
ideas to help virtual leaders engage and motivate their
team members across time and distance. Enter promo
code KVL31 at checkout for a 20% discount. Subscribe to
Nancy’s eZine at www.guidedinsights.com
Contact Nancy directly at:
nancy@guidedinsights.com or 1-978-263-2545