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Meeting virtually, especially with people you’ve never met in the flesh, is more complex than it sounds. Firstly, it’s not the same as being around a shared table. Secondly, people can be reluctant to contribute or hesitant to speak in case they talk at the same time as someone else.
Then there’s the difficulty of seeing micro-expressions that usually alert us when someone has something to say. It’s hard to notice these, especially when you, as leader of the meeting, are trying to look into the camera and keep your eye on nine or more boxes with faces in them.
Here are some simple ways you can capture ideas from everyone in the group and make online meetings productive and engaging. Pick and choose from these to select ones that fit your style and the mood of your meetings.
- Shift your expectations. An online meeting is more like a webinar than it is an actual get together. Thus, you are the facilitator and will need a session plan, action-focused and time-specific.
2. Send pre-meetup questions to alert people where you will be calling on them for their opinions and responses. No more than three key points so as not to overwhelm.
3. Conduct an ice-breaker or use a warm-up activity just as you would in a training session.
4. Assign roles to members of the group- timekeeper - note-taker - moderator - whatever’s needed.
5. Use the chat to collect questions and ideas, take a poll or play a game. (Note- you may need a moderator/assistant if you have more than nine in a group).
6. Ask attendees to create a mind map of what was just discussed and then share screens (great for visual learners).
7. Set targets for participants. For example, during this meeting, each of you will:
- join the conversation using the use the raise your hand tool at least twice
- respond to a chat enquiry once
- contribute at least one item to the brainstorming document.
8. Use breakout rooms for short think pair share discussions
9. Include games to keep people alert and observant.
10. Use visuals to illustrate points and encourage interaction. Images increase engagement by as much as 94%.
11. Collect notes and brainstorm on a collaborations app while meeting using Google docs or your organisation’s collaboration tool.
12. Get moving by including stretches or vocal warmups, especially after lunch or in long meetings.