Still on Mute?? Welcome to Part 2 of an article about virtual meetings.

Last week there a discussion on how to plan and prepare for virtual meetings. You can find a link to that post here: Part 1

With the knowledge that virtual meetings are here to stay, here are some tips to improve the execution and facilitation of those meetings. Part 2 of the three-part series follows to help improve your virtual meetings. Today we are talking about:

1. Planning the Meeting

2. Execution/Facilitation of the Meeting

3. Feedback/Lessons Learned for continuous improvement

How to execute/facilitate your virtual meeting.

·      Place people on mute!

Lots of current video conferencing software has the ability to have people join muted. There is typically the ability to mute all as well. A good practice is to mute everyone right at the beginning of the meeting (NOTE: This will probably mute yourself also, unmute to start the meeting.) Let everyone know they are muted, so they are aware they will need to unmute to speak.

·      Start on Time!

This might seem like a petty one, but if the meeting is a reoccurring meeting and it starts on time every time, then people will endeavor to join before the meeting start and discourages people from joining later, interrupting the meeting in progress. Think of someone walking into the conference room after the meeting has started at an in-person meeting. This is frowned upon, and this standard can still be set in a virtual environment. Watch the clock and start talking when the clock turns to the appropriate time. Set the standard that people joining late don’t announce themselves, and they just try to catch up.

·      Use the agenda that you created!

Follow the agenda that was created for the meeting. Ideally, the agenda was shared ahead of the meeting, so everyone knows when they will need to speak or provide reports/updates. After each report, ask if there any questions for the group. This will prevent lots of people from stepping on each other. Many software has “hand-raising” or “ask a question” options that highlight the individual allowing the moderator to call on them for their response—just another tool to keep the meeting clean.

·      Screen Sharing is a great tool used correctly!

Use the standard report you created in Part 1 of this article. Have members reporting out, share their screen, and displaying their report. As the facilitator acknowledges when the screen share is visible to remove any confusion for the group or the presenter of what is showing. This minimizes the back and forth of what is showing on the screen.

·      Be Polite and Directive!

It is easy to lose common courtesy when not face to face. (This is why I recommend using cameras when possible.) Thank people for their reports. Direct the discussion by announcing where the agenda is.

For example:

“Next on the agenda is finance.”

“Bob, can we have the weekly finance update, please?”

(Post Screen Share)

“Thanks, Bob, we can see your screen.”

(Post Report)

“Any questions for Bob?”

“Thanks, Bob. I appreciate your update this week.”

“Next we have…”

Keep the meeting moving and on task and agenda. Be professional, not personal, when addressing behaviors that are detrimental to the meeting. For example, remind everyone that the reports need to be completed before the meeting when someone doesn’t share their screen. Reiterate that they were designed to be made quickly and easily. Productive meetings become quickly appreciated and well attended. People will note when they don’t see a report they expect to see. Time to wrap up the meeting, so…

   Come back next week for Part 3: Closing & Lessons Learned