Virtual Meetings Best Practices Quick review of any

Virtual Meetings Best Practices

• Quick review of any controls – polling, chat, etc 2

Poll How much communication is body language?

55% of communication is body language 5 Presentation Template

Poll How much communication is tone of voice?

38% of communication is tone of voice

Challenges

Hard to read body language

Technical issues

Easy to hide

Hard to Hold interest

Interruptions

Misunderstandings

1: Prepare 2: Manage Technology 3: Manage Interactions 4: Odds and Ends

Define the leader

Create a clear agenda – get input from attendees

Open meeting early

Invite participants to join early

Assign roles – note taker, timekeeper

1: Prepare 2: Manage Technology 3: Manage Interactions 4: Odds and Ends

Sharing screens

Stream video with sound

Manage chat

Recording

Breakout Rooms Whiteboard Polling Annotate Tools

1: Prepare 2: Manage Technology 3: Manage Interactions 4: Odds and Ends

Managing Interactions Silence participants

Managing Interactions Note taking Silence participants

Managing Interactions Home office distractions Note taking Silence participants

Managing Interactions Home office distractions Note taking Silence participants Restate to clarify

Managing Interactions Home office distractions Note taking Silence participants Restate to clarify Rambling

Managing Interactions Home office distractions Raising hands Note taking Silence participants Restate to clarify Rambling

Managing Interactions Home office distractions Round robin discussions Note taking Raising hands Silence participants Rambling Restate to clarify

1: Prepare 2: Manage Technology 3: Manage Interactions 4: Odds and Ends

Other Practices • Include rapport building for start • Ask everyone to share video • High energy • Smile when you talk • Look at the camera – not your screen • Standing can give you more energy

Possible Distractions Striped shirts

Possible Distractions Shiny jewelry

Possible Distractions Fast body movements – waving hands, etc.

Wrap Up • Plan, Plan • Test, train, use technology • Don’t be afraid to actively facilitate

Questions? Mary Hallock IMEC mhallock@imec. org 815 -721 -4474