What are the most effective tools for facilitating online coalition meetings?

1 Choose the right platform

When selecting a platform for your coalition, you should consider a variety of factors, such as the number of participants that can join the meeting, the features you need (e.g. screen sharing, chat, polls, breakout rooms, or captions), the security and reliability of the platform, as well as the cost and how it can be shared. You may even want to test different platforms before making a decision and get feedback from your coalition members on their experiences and expectations. There are many options available, such as Zoom, Skype, Google Meet, or Microsoft Teams.

2 Prepare the agenda and materials

Prior to the meeting, it is important to prepare a clear and concise agenda and share it with coalition members. The agenda should include the purpose and objectives of the meeting, the roles and responsibilities of the facilitator, note-taker, and presenters, topics and questions to be discussed, and time allocated for each. Additionally, the agenda should list the expected outcomes and follow-up actions. Relevant materials such as reports, slides, or links should also be prepared and shared. It is important to make sure these materials are easily accessible and understandable; sending too many or too large files should be avoided.

3 Engage the participants

Engaging participants during the meeting is essential to make sure they feel valued and heard. To do this, you can start with a check-in or icebreaker and introduce yourself and the other participants. Incorporating interactive tools, such as polls, quizzes, or word clouds can help you receive feedback and input from attendees. Additionally, encourage questions and comments, and use the chat or raise hand features to manage the discussion. Breakout rooms or subgroups can also allow for more in-depth conversations. Lastly, summarizing the main points and action items at the end of the meeting, while thanking the participants for their contributions is a great way to wrap up.

4 Follow up and evaluate

The final step is to follow up and evaluate the meeting, and make sure it leads to concrete and meaningful results. You can do this by sending a summary or minutes of the meeting with key takeaways and next steps, assigning tasks and deadlines to the participants, tracking their progress and completion, soliciting feedback and suggestions from the participants, celebrating and acknowledging the achievements and challenges of your coalition, and appreciating the efforts and collaboration of your members. Online coalition meetings can be a powerful tool for community organizing if you use them wisely and effectively. Therefore, by following these tips and tools, you can facilitate online meetings that are productive, participatory, and empowering for your coalition.

5 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?