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This can help the facilitator drive closure without the risk of excluding an introverted participant’s views.ġ0.
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Some software packages even allow attendees to “raise a hand” if they want to. To forestall this, we recommend periodically calling on individuals to speak, even by virtually “going around the table” before a decision is finalized. Getting everyone to participate without talking over each other is one of the more challenging aspects of running a virtual meeting. The facilitator should also be able to resolve basic questions on the technology being used.ĩ.
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The facilitator can also use a polling system to “take the pulse” of the group on certain questions and ensure that all voices are heard. It can be helpful to assign one individual to guide the conversation, allowing the other participants to focus on the content. It’s usually harder to manage a virtual discussion than an in-person one. Also, it’s important to know if a participant may have a close friend or relative fighting the virus, so some type of “check in” is in order.Ĩ. Although we’re not big fans of them, it’s important to use every tool to reinforce interpersonal relationships when people may be feeling isolated. If someone needs to present, use screen sharing to guide the conversation, so attendees can literally “be on the same page.” But prioritize conversation to maximize the time people are looking at each other.ħ. Background information should be provided beforehand. The only thing worse than a long presentation in person is a long presentation during a virtual meeting. During the session, use an agenda, set meeting ground rules, take breaks, and clearly outline next steps (including timing and accountabilities) after each section and at the end of the meeting.Ħ. Prior to the conversation, set clear objectives, and send a pre-read if appropriate. Ask individuals to sit close to their webcam to help to recreate the intimacy of an in-person meeting.ĥ. Video conferences are more effective when people can see each other’s facial expressions and body language. And remember, supplier or customer conversations may require your team to familiarize themselves with different software packages.Ĥ. Prior to a virtual meeting, all participants should test the technology and make sure they are comfortable with the major features.
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Nothing kills momentum at the start of a meeting like a 15-minute delay because people need to download software, can’t get the video to work, etc. People need the ability to participate via audio, but make it clear that video-first is the new norm.ģ. Video conferencing can work very well, but it relies on a strong internet connection that may not always be available.
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That said, always provide an audio dial-in option. Technology - such as Zoom, Skype, and GoToMeeting - helps to personalize the conversation and to keep participants engaged.Ģ. To make people feel like they’re all at the “same” meeting, use video conferencing rather than traditional conference dial-ins. Here are 12 steps you can take to make that happen:ġ. Virtual meetings - even impromptu ones sparked by fears of a contagion - can be run more effectively, using basic meeting best practices and easy-to-use, inexpensive technology. And it’s not uncommon for one or two attendees to dominate the discussion while others sit back and “tune out.”īut it doesn’t have to be this way. Meeting organizers tend to be less careful with the purpose and design of the conversation.
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Attendees often interpret virtual meetings as a license to multi-task. Under the best of circumstances, as soon as one or two attendees “dial in” to any meeting, productivity starts to suffer. To get all of HBR’s content delivered to your inbox, sign up for the Daily Alert newsletter.Īs companies scramble to protect employees from the spreading coronavirus with travel restrictions and remote work arrangements, there’s a distinct possibility that in-person meetings with teams, customers, or suppliers may be canceled for days - or potentially weeks.
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In these difficult times, we’ve made a number of our coronavirus articles free for all readers.