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How can you ensure that everyone has equal opportunities to participate in virtual meetings?

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Virtual meetings are a common way of collaborating and communicating in the modern workplace, but they also pose some challenges for ensuring that everyone has equal opportunities to participate. If you want to avoid conflicts and foster a positive and inclusive team culture, you need to be aware of some potential barriers and solutions for engaging all your virtual meeting attendees. Here are some tips for making your virtual meetings more participatory and productive.

本文章的要点总结

Prioritize accessibility:

Make your virtual meetings accessible with closed captions and screen reader compatibility. This helps everyone follow along, especially those with disabilities, ensuring no one's left out.
Create a safe space:

Foster an environment where everyone feels comfortable to speak. Use breakout rooms for smaller discussions and encourage sharing through chat, making it easier for quieter team members to contribute.

本摘要由 AI 和以下专家提供支持

Rajdeep D.
Rob McPhillips

Giving new leaders a map to understand…

1 Set clear expectations

Before the meeting, make sure that everyone knows the purpose, agenda, and expected outcomes of the meeting. Send a clear invitation with the meeting link, time, duration, and any pre-work or materials that they need to review. Ask them to confirm their attendance and availability, and to let you know if they have any accessibility or technical issues that might affect their participation. This way, you can avoid confusion, frustration, and misunderstandings, and ensure that everyone is prepared and ready to contribute.

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Rajdeep D.
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To ensure equal opportunities in virtual meetings, prioritize accessibility by providing closed captions, screen reader compatibility, and accessible documents. Schedule meetings at varied times to accommodate diverse time zones. Encourage participants to share thoughts via chat to include those who may face challenges in speaking up. Establish clear guidelines for inclusive behavior, ensuring all voices are heard and respected. Use collaboration tools that support real-time contributions, allowing participants to engage synchronously or asynchronously. Regularly assess the accessibility of your virtual platform and seek feedback to continually improve the inclusivity of your virtual meetings.

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Rob McPhillips

Giving new leaders a map to understand people, relationships and conflict so they shorten the learning curve and save the pain and cost of mistakes.
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How we open a meeting frames everything that is to come next. Be intentional about the tone of the meeting and the norms you want to establish.

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Tony Walmsley - Performance Specialist

Driving business performance through applied sports thinking
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If the group is well known to each other, trust each other and appreciate each other, it’s about the best framework we can have. Even then, in a group of 10 people, there will be one person most closely aligned to the format you adopt and one person least aligned. The challenge is to ensure the least aligned is as comfortable as possible. The constraints of any approach will always be more enabling for some than others because that’s who they are. Having visibility and understanding if this provides the best possible outcome. If the outcome is that some people haven’t shared in the group, get close to them, 1 to 1, so that their value isn’t lost.

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2 Use a variety of tools and methods

During the meeting, try to use a variety of tools and methods to engage your attendees and encourage their input. For example, you can use polls, surveys, quizzes, chat, breakout rooms, whiteboards, or screen sharing to solicit feedback, opinions, ideas, or questions. You can also use different formats, such as presentations, discussions, brainstorming, or problem-solving, to suit different purposes and preferences. By using a mix of tools and methods, you can appeal to different learning styles, personalities, and levels of comfort, and make your meeting more interactive and dynamic.

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Rob McPhillips

Giving new leaders a map to understand people, relationships and conflict so they shorten the learning curve and save the pain and cost of mistakes.
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Our energy goes up and down during a day and even during a meeting. Understanding the key messages you want to deliver and time these to match the peaks. Choose tools to support the psychological environment you want to create. Introverts may want more time to process ideas. They might want to talk in breakout rooms before they contribute in a main room.

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3 Facilitate actively and inclusively

As the meeting facilitator, you have an essential role in guaranteeing that everyone has equal opportunities to participate. To be active and inclusive in your facilitation, you should monitor participation, intervene when necessary, and invite all to share their views. Strategies that you can use include introducing yourself and the meeting objectives, as well as asking everyone to introduce themselves and their roles. Additionally, establish some ground rules or norms for the meeting such as muting when not speaking, using the raise hand feature, or respecting different opinions. To elicit responses, clarify points, or check understanding, use open-ended questions, paraphrasing, summarizing, or acknowledging. Additionally, use names, eye contact, gestures, or verbal cues to direct attention, encourage participation, or address specific attendees. Balance speaking time and avoid dominating or interrupting the conversation. Give everyone a chance to speak and listen actively to what they say. Lastly, manage any conflicts or disagreements that might arise and seek to resolve them constructively and respectfully.

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Rob McPhillips

Giving new leaders a map to understand people, relationships and conflict so they shorten the learning curve and save the pain and cost of mistakes.
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If you want people to speak up you have to make it safe. You want to set a tone where we are accepting and supportive. You might need to prompt some to speak. Watching body language closely can give you clues for who might have something to say, but isn't speaking up. Use breakout rooms to let people discuss and work out their ideas before sharing. Use questions and analogies, as prompts and a way to speak less directly.

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4 Follow up and follow through

After the meeting, don't forget to follow up and follow through on the outcomes and actions that were agreed upon. Send a summary or a recording of the meeting, along with any notes, feedback, or resources that were shared. Thank everyone for their participation and acknowledge their contributions. Ask them to provide any comments or suggestions on how to improve the meeting experience. And most importantly, follow through on any tasks, deadlines, or commitments that were assigned or made during the meeting. This way, you can show your appreciation, accountability, and professionalism, and build trust and rapport with your team.

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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?

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How can you ensure that everyone has equal opportunities to participate in virtual meetings?

1

2

3

4

5

1 Set clear expectations

2 Use a variety of tools and methods

3 Facilitate actively and inclusively

4 Follow up and follow through

5 Here’s what else to consider

Conflict Management

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How can you ensure that everyone has equal opportunities to participate in virtual meetings?

1

2

3

4

5

1 Set clear expectations

2 Use a variety of tools and methods

3 Facilitate actively and inclusively

4 Follow up and follow through

5 Here’s what else to consider

Conflict Management

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感谢您的反馈

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