How to run effective virtual meetings
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Karen Finn, Vice President of Professional Services at Clear Impact, provides tips for conducting effective virtual meetings. She discusses the importance of preparation, having clear objectives, an agenda, and guidelines. Some keys to effective virtual meetings are asking participants to sign in early and provide backup contact information in case of disconnections. Videoconferencing allows sharing screens to take notes. Common issues like people talking over each other can be avoided using features like mute, hand raising, and breakout rooms.
How to run effective virtual meetings
- 1. 1 How to Conduct Effective Virtual Meetings Karen Finn
- 2. 2 About As VP of Professional Services with Clear Impact, Karen Finn works throughout the United States and Internationally to assist government agencies, non-profit organizations, and leaders of all types to identify—and continuously improve—community outcomes and agency performance measures using the Results- Based Accountability Framework. Prior to joining Clear Impact, Karen has held leadership positions in both the government and non-profit sectors. Education Karen has a Masters of Education in Counseling and Human Services and has completed post-graduate work in leadership development, multi-cultural diversity, mutual gains negotiation and Results-Based Accountability. She is also a qualified trainer and administrator of the Myers-Briggs Type Indicator © and the FIRO-B. Karen Finn Vice President of Professional Services
- 4. 4 Agenda: Overview • Effective Meetings • Preparation before the meeting • Types of Videoconference Services • Potential “Fails” • The “power of the pause”
- 5. 5 Effective Meetings • In-Person • Preparation • Clear Objectives • An agenda • Guidelines • Process for decision-making • Virtual • Preparation • Clear objectives • An agenda • Guidelines • Process for decision-making
- 7. 7 • Preparation: • Re-Assess whether a meeting is actually needed • Send out guidelines ahead of time • Provide a practice session • Ask people to sign in early for the meeting to test the audio and video • Ask people to sign in with their full names and emails • If participants sign in with only their email they can change their name in the meeting • Provide a back-up if people lose their connection (a person’s email or text) • Identify a facilitator for the meeting Effective Virtual Meetings: Preparation
- 8. 8 Effective Virtual Meeting Agendas • Clear objectives • What you hope to accomplish with the meeting • To meet or not to meet: that is the question • Videoconference vs. teleconference • A timed agenda • Linked to the objectives • Provide enough time for the most important objectives • Provide plenty of breaks for meetings longer than an hour
- 9. 9 Effective Meetings: Guidelines • Guidelines • Let people know how to ask questions or provide input: hand raise; chat, Q&A • Ask people to stay on mute unless talking • Send out before the meeting and also have a slide with them at the beginning of the meeting
- 10. 10 • Participants on mute to minimize background noise • We want your participation: • Raise your hand or • send a chat to ask a question or make a comment • Using break-out rooms for smaller group conversation • We will be recording this meeting • Please be patient Sample Guidelines
- 11. 11 Effective Meetings: Icebreakers • Introductions: Please say your name, your organization and the answer to one of these questions: • What is your favorite board game of all time? • What is your favorite way to spend 20 minutes of free time
- 12. 12 Share Your Screen • Share your screen and take notes • Benefits of a videoconference is that you can “share your screen” • This keeps people focused on the discussion • Taking notes on a Word doc or a slide of people’s contributions also keeps them focused
- 13. 13 Decision-Making Tools • Process and tools for decision- making • Google Sheets • Google Docs • Survey Monkey
- 15. 15 Common “Fails” • People talking over each other • Have everyone on mute; • Facilitator can unmute each person as they are called upon • Use the “hand raising” feature • Call on people in order of names in the participant box • Ask people to comment in the chat box • Use “Break Out” rooms • Be careful of your facial expressions
- 16. 16 Common “Fails” • Person’s face is in shadow • Be careful of lighting behind you • Close window shades • Light should be in front of them • Adjust camera angle • Video “freezes” and voice breaks up • Poor internet connection • Stop sharing video • Echoes • Usually results when someone is using two different audio systems • Have people use headphones or select phone-in function
- 17. 17 Videoconference Providers • Paid • Zoom Meetings and Webinars • Go to Meetings and Webinars • Web-Ex • Adobe Connect • Google Hang-Outs Meet • Bluejeans • Free • Zoom Meeting • 100 Participants • 40 minute meeting limit • Skype Free Tier • 50 Participants • Cisco Web-Ex Meetings • 100 Participants • Google Hang-Outs • 10 Participants • Lifesize Go • 8 Participants
- 18. 18 The “Power of the Pause” • When Taking On-Screen Notes, click the “pause screen” button so that people aren’t watching you while you type • Make sure to click the resume button when you want people to see what you wrote • Pause to allow people to review slides, notes on the screen; answer questions; think; etc.
- 19. 19 • Videoconference in real life • Conference Call in Real Life • Conference Call Fails Check Out YouTube for Funny Videos
- 20. 20 Keeping Connected Ideas: • Virtual Lunch Hours • Virtual Happy Hours • Staff Meetings • Parties?
- 21. 21 Clear Impact Virtual Workshops 100% Online - Interactive - Delivered Live • Results-Based Accountability 101 • Results-Based Accountability Implementation • Asset Based Community Development • Collective Impact (RBA and ABCD Focus) • Achieving Results For and With Youth • Introduction to Clear Impact Scorecard • Clear Impact Scorecard Administrator Training • Using Scorecard Data to Make Key Decisions • Custom Designed Workshops
- 22. 22 Clear Impact Virtual Workshops Visit Clearimpact.com/virtual for more information
- 23. 23 RBA Professional Certification Master the principles of Results-Based Accountability, boost your leadership potential, and help improve your community with an RBA Professional Certification 100% Online Learn at your own pace Buy 2 get 1 free when enrolled by May 7th, 2020! Visit clearimpact.com/certification for more info
- 24. 24 Questions?