Online Meetings Planning for & Leading Effective and Engaging - - PowerPoint PPT Presentation

Online Meetings

Planning for & Leading Effective and Engaging Meetings

Kelly Tautges & Julia Wilson March 25, 2020

Navigating in Zoom

How to Mute

Stop/Start Video

Viewing Participants & Your Name

Roll Coll [Anyone participating only by phone?]

How to Chat

In The Chat: Your Name, Your State, Your Favorite Food

Raise Your Hand and other Feedback Tools

Check In: Are you feeling

• kay about

navigating the platform?

Check In: Online Meeting Group Norms

• 1. No Multi-Tasking
• 2. Participate & Engage:
• 3. Mute not speaking
• 4. State Your Name
• 5. Video & ( Audio (best by phone)
• 6. Tech Test & Prep

Can you give a “YES”?

Choosing A View: Gallery vs Speaker

Goals for Today

š Refresh on some core meeting practices š Curate key learnings from a literature review š Model and share an actionable set of best practices in (1) planning and (2) facilitating online meetings š Solicit input into what additional resources and information would be most useful

Agenda for Today

NAVIGATING THE PLATFORM (1) REFRESH: ESSENTIAL MEETING PRACTICES (2) PLANNING VIRTUAL MEETINGS (3) FACILITATING VIRTUAL MEETINGS DISCUSSION, QUESTIONS, NEXT STEPS

Some Roles Today

• Facilitators: Kelly & Julia
• Chat & Nonverbal Feedback Monitor: Julia
• Time Keeper: Kelly
• Phone Only Liaison: Danielle
• Note Taker: (recording)

Our perspective

• 1. Refresh: meeting practices

Meetings =

structure for collective work toward common purpose

Bring together diverse stakeholders For a clear purpose Agenda items that ensure forward momentum Facilitated to maximize the group and time together Support the delivery of results Support engagement and performance

Two Influencers: Context and Design

Group Engagement & Performance (the context in which meetings take place) Designing Effective Meetings (agendas, facilitation, and evaluation)

Meetings: Clarity of Purpose

• Critical to effective meetings; essential starting point
• Clarity of purpose = be able to articulate the “WHY”
• For the group
• For every meeting
• For every agenda item
• Allows all group members to participate
• Supports shared expectations

Meeting: Types of Activities

• There are five basic types of activities or behaviors that groups

conduct at meetings:

• Information Sharing
• Planning
• Decision-making
• Problem solving
• Relationship building

Three Modes of Work

Tactical Strategic Generative

What steps do we need to take? What could go wrong? Where are we heading? How do we understand the context? What does success look like? What are all the ways we can increase justice? What is the ultimate goal? Doing the work, implementation, spotting and addressing risks Planning (setting goals,

• bjectives), moving,

navigation, leads into making decisions Brainstorming, sharing diverse perspectives, framing, making sense of information and data Report backs and info sharing Planning and decision-making Can be problem-solving Supports relationship building Adapted from ”Governance as Leadership.”

• 2. Planning Online Meetings

Poll: What online meeting platform(s) are you using?

• Zoom
• GoToMeeting
• WebEx
• Google Hangout
• Other

Context

Source: Hasan Osman, https://www.thecouchmanager.com/

Context: Adult Learning

Visual Aural Print Tactile Interactive Kinesthetic

Planning Checklist

Virtual Meeting Design Checklist

š Logistics: date, time, platform š Purpose – be extremely clear š Participants & Hosts š Roles & Assignments š Set meeting group norms (no more than 6) š Plan scheduling & communications to attendees š Technical aspects

Sample (template) is being shared with you in the chat window now

Things to plan for

Reduce the amount

• f content

Plan for time for participants to respond Plan for technical problems – have two types of “Plan B”

Importance of Visuals

š ”Video if possible” as the default for participants š As facilitator, video participation = information š If no video, ensure some kind of visuals š PowerPoint Best Practices (images over text, 6 x 6 rule) š Consider playing videos, showing other documents

Engagement: interactive tools

š Chat š Polls š Nonverbal Signals (in the platform) š Have multiple different participants share their screens š Shared writing spaces š Interactive whiteboards š Small group breakouts

Agenda: technology design

š Determine the purpose of every agenda item (as with every meeting) š Select a technology tool that furthers the purpose š Create an annotated technology agenda for facilitators and staff

Meeting Activities ó Platform Tools

Meeting Activities Possible Tools Information Sharing

Audio, Video, Chat, Participants Sharing Screens, Breakout Rooms

Planning

Audio, Video, Chat (complemented by hand- raising), Whiteboard, Google Docs or other shared spaces

Decision-Making

Audio, Video, Chat, Polling, Hand-Raising

Problem Solving

Audio, Video, Chat (complemented by hand- raising), Whiteboard, Application sharing

Relationship Building

Audio, Video, Chat, Breakout Rooms

Set Group Norms & Roles

Set Up Group Norms

• No more than 6
• Ours are the most common
• Others might include…….

Set Up & Assign Roles

• Our roles today as examples
• Can assign to group members
• Rotate the roles every meeting

Quick Check In: How is the tech going for you?

• 3. Facilitating Online Meetings

Prepare Yourself

Know your platform Do practice runs Set up your “station”

Prepare the Participants

Tell them what to expect & expect them to prepare Make it very clear whether they will be using video or not Tell them how to test the platform Prepare for Common Challenges

Ask for Feedback Throughout

š Mid-Point Check-Ins š Evaluation at the end

Summing it up

Let’s Discuss: What interesting things have you seen

• r done in online meetings so far?

Any great saves from tech glitches? What are you excited to try out?