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How can you ensure equal video conference participation?

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Video conferencing is a common and convenient way to collaborate with your virtual team, but it can also pose some challenges for ensuring equal participation. How can you make sure that everyone has a chance to share their ideas, opinions, and feedback without dominating or being dominated by others? Here are some tips to help you create a more inclusive and productive video conference experience.

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1 Set clear expectations

Before the video conference, communicate the agenda, the goals, and the roles of each participant. Make sure everyone knows what they are expected to contribute, how much time they have, and how they can signal their interest or questions. You can also ask them to prepare some notes or slides to support their points. This way, you can avoid confusion, repetition, or silence during the meeting.

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Bülent P.

PQMD Chief @ Wagner Kablo | TRPM, IPC, VDA
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Video conferencing is a great way to connect with your colleagues, clients, and partners, especially in the era of remote work. But how can you make sure that everyone has a chance to contribute and feel heard?

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2 Use active facilitation

As the host or facilitator of the video conference, you have the responsibility to guide the discussion, monitor the participation, and intervene when necessary. To encourage equal participation, you can ask open-ended questions that invite multiple perspectives, acknowledge and summarize the contributions of each speaker, and invite feedback from those who have not yet spoken. Additionally, it's important to redirect or refocus the conversation when it goes off-topic or becomes too heated. You can also use polls, quizzes, or breakout rooms to stimulate engagement and interaction.

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Bülent P.

PQMD Chief @ Wagner Kablo | TRPM, IPC, VDA
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Before the meeting, share the agenda, objectives, and expected outcomes with the participants. Establish some ground rules for the meeting, such as muting when not speaking, raising hands to indicate interest, and respecting different opinions. - Encourage active listening and feedback. During the meeting, use open-ended questions, paraphrasing, and summarizing to check for understanding and engagement. Provide positive and constructive feedback to the participants, and invite them to share their thoughts and ideas.

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3 Provide feedback and follow-up

After the video conference, you can send a summary of the main points, action items, and next steps to all the participants. You can also solicit feedback on how the meeting went, what worked well, and what can be improved. You can use this information to adjust your video conferencing practices and ensure equal participation in the future. You can also acknowledge and appreciate the contributions of each participant and recognize their achievements or challenges.

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4 Choose the right tools

The quality and effectiveness of your video conference depends on the tools you use. Choose a platform that is reliable, secure, and easy to use, and that has features that support equal participation. Audio and video settings should allow you to adjust the volume, mute, or turn off the camera. Chat and annotation functions should enable you to share messages, files, or notes. Screen sharing and presentation modes should allow you to display your content or view others'. Additionally, recording and transcription options should allow you to capture and review the meeting.

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Bülent P.

PQMD Chief @ Wagner Kablo | TRPM, IPC, VDA
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- Use interactive tools and activities. To make the meeting more engaging and interactive, use tools and activities that allow the participants to collaborate and contribute. For example, you can use polls, quizzes, breakout rooms, whiteboards, or chat functions to facilitate discussion and brainstorming.

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5 Be mindful of diversity and inclusion

When organizing a virtual team, it is essential to be mindful of diversity and inclusion. You should respect and value the different backgrounds, cultures, languages, and preferences of each participant, while avoiding any bias, discrimination, or stereotyping. To ensure fairness for all time zones, choose a convenient date and time for the meeting. Additionally, provide clear instructions and materials for the meeting, using simple language that is inclusive of everyone. Be attentive to non-verbal cues and emotions of others and celebrate the diversity and inclusion of your team.

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Junie Soe

Senior Risk Underwriter | Self-Leadership (Mindset and EQ) Coach | International Keynote Speaker | ICF-Accredited & Trauma-Informed Coach with Risk Analyst lens | NLP Practitioner
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The leader plays the most important role in facilitating this. No one else can. Your observation of your team’s various personalities and backgrounds will ensure all valuable views are heard and discussed. Just because someone is silent in the corner, it doesn’t mean they are uninterested. It is up to you as a leader to invite all views to the table.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you ensure equal video conference participation?

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2

3

4

5

6

1 Set clear expectations

2 Use active facilitation

3 Provide feedback and follow-up

4 Choose the right tools

5 Be mindful of diversity and inclusion

6 Here’s what else to consider

Virtual Teams

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How can you ensure equal video conference participation?

1

2

3

4

5

6

1 Set clear expectations

2 Use active facilitation

3 Provide feedback and follow-up

4 Choose the right tools

5 Be mindful of diversity and inclusion

6 Here’s what else to consider

Virtual Teams

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