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COVID-19 (novel coronavirus) for Staff Resources

Trainings

Designing Powerful Online Meetings

Designing Powerful Online Meeting Experiences

Key Takeaways

  • Always mute yourself when not talking. Encourage cameras on for nonverbal cues. Let people know in advanced if you would like them to use cameras. Greet folks when they arrive
  • Always ask first: Do we really need another online meeting?
    • What’s your competition? A lot during an online meeting…. (people are checking their email, phones, scrolling websites, cooking, folding laundry, etc.)
  • Establishing the purpose. Ask: if this meeting is successful, what will it have accomplished?
  • Building agenda items
    • Make sure it’s not a laundry list of topics (be realistic with your time)
    • Which agenda items could be handled outside the meeting?
    • Identify the person facilitating each agenda item and time needed
  • Plan for variation during the meeting. Change what people are looking at every 2-5 minutes (slides, speakers, breaks, interacting with a sheet of paper etc.)
  • Consider possible technical issues and have a plan B if your technology doesn’t work as planned
  • “Groups of 5” rule: Our brains can only handle ~5 items at a time. Agenda items should be 5 words long and there should only be 5 items
  • Online meetings need breaks! Every 45min
  • During the meeting, capture key agreements, concerns, next steps on a screenshare of notes, or a shared google doc, etc. to honor the group’s ideas and contributions to the meeting
  • Look at the camera as much as possible (if you have dual screens make sure you are looking at the screen where the camera is)
  • Don’t fear silence in online meetings. Count slowly to 10 and people will speak up
  • Follow up after meetings – send out a simple table with the tasks, responsible person, and the date they are needed by
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