Managing “virtual” meetings is not always as straightforward as you may think and today we will focus on some practical suggestions that integrate those we have already touched on.
Always remember that in managing a meeting remotely, a series of facilitating elements that instead characterise face-to-face ones are missing: you will not have your complete physicality, nor will you be able to get the total attention of people. This is why some precautions are necessary to partially compensate for these aspects.
How to do it then?
- Involvement is key: as those who are organising we have to help group members finding what’s interesting for themselves in the meeting and involve them in dialogue. Concern for attention with emails and other distractions is typically the reality to contend with. Keep a lively pace, encourage reflection and dialogue, and check regularly to see if people are following you.
- The mental connection: Although you may not be able to see all the participants , feeling “connected” with others is an important basis for the success of a virtual meeting, particularly if those meetings are prolonged over time.
- Trust: Just like in the in person environment, trust is key. Since we don’t have regular points of contact where we can be “seen”, building trust in the virtual environment can be even more complicated.
- Good design is eye-catching: Setting up the meeting correctly is especially important in the virtual domain. Consider the general meeting or event blocks and how they fit or are in sequence. More attention to the process (rather than less) will benefit understanding. What are the elements that will support the virtual event more effectively? Consider, polls, the use of whiteboards and dialogues. Always remember to make it simple if technology risks being an obstacle.
- The simplicity of technology is essential: use a technology that you have available and that is accessible to everyone. If you can use multiple interactive aids like breakouts to get everyone involved, use them. Consider what can help you like – for example, having a co-facilitator who can organise the tech part while you speak.
- Visual elements create focus – Having an anchor point virtual, even during a phone call, is important. Visual elements can create a focus and a point of concentration.
- Be agile – Being flexible as a facilitator in the virtual world is essential. Expect technological problems to occur because it can happen. Make sure you have a number of “backup” options available to draw from. Think ahead of the various scenarios that can happen and how you will manage them.
