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Thursday, December 10th, 20152:00 - 3:00 PM (Eastern Time)

Build. Connect. Grow. Membership & more.

Leading Great Virtual Board Meetings

Nancy Settle-MurphyGuided Insights

Dr. Rick LentMeeting for Results

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Take Aways

1. Help you recognize some of the unseen structural challenges of virtual meetings.

2. Identify ways you can plan and conduct more effective meetings that keep people engaged in a virtual world.

3. And acquire some specific tools that you can put to use to improve upcoming meetings.

Along the way we will provide selected tips and tools for better virtual meetings…and take your questions

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Your Replies on Registration Survey…

When it comes to designing, planning and leading virtual meetings, what challenges would you most like to address?A quick summary of your comments on challenges…

• Setting effective agendas• Keeping all engaged and balancing participation• Staying on task and time• Technology challenges

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Unseen Structures of Meetings• Physical, temporal,

procedural and personal aspects of meetings.

• That impact how we interact with each other and do the work of the meeting.

• The right structure naturally supports effective behaviors and productive meetings.

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Virtual Meetings: There’s More Unseen than You Think

Sara Beauvais The FairyCircle.com

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Some Structural Aspects of Virtual Meetings… Poll

1. Number of participants in your virtual meetings?a) 2-6b) 7-12c) 13 or more

2. Are many of your virtual meetings “hybrid,” with some participants together in a room and some remote?

a) Yesb) No

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A Familiar(?) Virtual MeetingWho’s here? …Since 5 of us are here, let’s

start.Who just joined? Oh,

hi Bill. On the call are…

Text from Mark: Running late.

Who just joined? Hi Sue. We’re discussing..

4:00

4:05

4:10

Who joined? Mark, we’re discussing..

4:15I think we’ve heard

from everyone and we all support this idea. Lets move on to the

next topic..Sorry…I tried to say something but forgot I was on mute. I have a

concern about…Sorry everyone. I

have to leave early to make my next

meeting..

4:25

4:50

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Underlying Structure of Meeting

1. Number of participants.2. Time management.3. How discussion was

conducted.4. How decision was to be

achieved. 5. Physical arrangements

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Absence of Visual Cues Compounds Mistaken Assumptions

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Keeping Everyone on Same Page by Design

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Five Choices in Identifying Effective Structures for Virtual Meetings

1. How you define the work of the meeting and communicate necessary information in advance so all arrive prepared

2. Who gets invited to participate3. How you design the discussion4. How time will be spent 5. How you arrange the meeting “space”

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1. How You Define the Work of a MeetingDefine a Clear Task for Each Part of Meeting Agenda

• Focused: Subject for discussion is a clear and bounded task so everyone understands exactly what is under consideration.

• Actionable: Decision can be acted on by those present. This group has the relevant authority, .

• Timely: This is the right time to address this topic. • Timed: Adequate time planned for task and # of

participants.

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Well-Defined Task Statements

Rather than “communication planning”• “Decide on plan for maintaining website and

Facebook page.” Include the action and the expected result:• “Create (action) a list of priorities for work on

strategic plan (result.)”• “Decide (action) on budget proposal for

redesigning web site (result.)”

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Asynchronous (Anytime participation – before, during or after)

Synchronous (Same-time, real-time conversation) &/or

2: Who Gets Invited to Participate(and When and Where)

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Upfront conversations

(online, phone, etc.)

Follow-up conversations

(online, phone, etc.)

Real-time Virtual Meeting

Individual Work LocalGroups

BreakoutGroups

Simultaneous Subteam Mtgs.

Participation Options

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Example: Making Participants Visible

Anne

JillJake Jae

Michael

Delia

Rachel

Sally

Judd Marta

PaulaDouglas

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Questions So Far?

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• Objectives, tasks • Types, length of

conversations needed• Number, location, roles of

participants• Existing relationships• Time constraints• Cultural, organizational

differences• …and more

• Extent, type of prework & prep

• Forms of participation, timing

• Duration, number of meetings

• Sequencing of meetings • Technology selection

Variables affecting agenda Design elements

3: How You Design the Discussion

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Quick Tips for Designing with Engagement in Mind

• Allow at least 5 minutes for roll-call, check in, technology start-up

• Limit verbal conversations to @8 people• “Bake in” concept of multitasking on task • Use online flipcharts, quick polling, Q&A, chat,

etc.• Go-Around the virtual table• Assign jobs to keep people focused

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4: How Time Will Be Spent

1. 80/20 rule: 80% active participation, 20% passive

– Save content review for offline– Minimize time in presentations

2. Shift activities, energy every 5-7 minutes– Map out interventions, methods in advance

3. 60-min. meeting = 5 + 10 + 45 min. – Be realistic about how much time will really

be needed

20

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Agenda as Shared with ParticipantsTask: “Decide on design principles for website and Facebook

page.”

21

Time Activity

10:00 – 10:05 Technology check

10:05 – 10:10 Check-In (Go-Around to hear from all)

10:10 – 10:30 Brainstorm new ideas for website

10:30 – 10:50 Reach agreement on next steps needed to present options to executive team, including deliverables, timing, and responsible people

10:50 – 11:00 Recap decisions made, outstanding issues and actions, next meeting

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Team Leader’s Detailed Agenda:Task: “Decide on design principles for website and Facebook page.”

22

Timing Facilitator’s version of agenda Method

10 minutes

Roll-call, logins, dial-ups, welcome, objectives, process, check-in, technology run-through

Prepare slide or electronic whiteboard/flipchart with agenda and related timing

20 minutes

Brainstorm new ideas for website – includes time for problem clarification, constraints, decision-making process, and use of technology for this section

Copy brainstormed ideas from asynchronous session, by category, and invite people to type in new ideas or build on others, scan and discuss

20 minutes

Reach agreement on next steps needed to present options to executive team, including deliverables, timing, and responsible people

Create action planning document with Google Docs. Pause for silent reflection. Ask for volunteers to shout out needed steps, one at a time. Ask others to type in additional ideas.

10 minutes

Recap and affirm decisions made, outstanding issues and actions, next meeting – ensure shared understanding and agreement

Verbally summarize decisions, actions, and next steps, creating notes in shared space where all can see. Ask each participant for verbal check-out, noting any concerns or remaining questions.

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Any Questions?

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5: How You Arrange Virtual “Space”Creating a level playing field…

• Everyone remote or same in room together? – Best is to have all participating virtually

• If you must mix remote and face-face participants:– Make sure sound quality is great.– Say name before speaking– Go-Around group regularly to get equal input.

Begin with those on speaker phone.

• Make sure all have same information in same form/medium – on a screen or in their hands.

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5: How You Arrange Virtual “Space”Can I hear you now?

• Avoid use of mute

• Ask all to be in a quiet space, or use headset

• Avoid use of speaker phone

• Avoid noisy, distracted places

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5: How You Arrange Virtual “Space”Visible Note Taking

• Use virtual flipchart or shared document for ongoing meeting notes. Have someone track discussion where all can follow it.

• Plan how participants can make comments, ask questions, etc. – Use of IM, email, “raising hands” and regular “go-

around” is important…– Give everyone an equal opportunity to participate

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Back to Mary: Her Design NowDesign for Meeting Timing Activity

logins, dial-ups, technology run-through

10 minutes Prepare slide or electronic whiteboard/flipchart with agenda and related timing

Check in, agenda and roles 10 minutes Lead Go-Around for check-in. Use pictures of everyone on the call. Review agenda and explain the roles of two volunteers: Sue for time and Frank using Google Docs for ongoing notes

First task: To decide on a plan for X.

20 minutes Frame the decision and open for discussion. After 15 minutes ask if the group is ready to decide. If so, conduct a Go-Around to hear from all: “Could you each briefly explain your support or any remaining questions or concerns?” If necessary ask the group for more time as this is the most important agenda item.

Second task: To set dates and responsibilities for next quarter’s abc initiative.

15 minutes Remind all of what needs to be decided. Make sure all have the calendar (sent out in advance.) Proceed to gather suggestions as Frank captures these on the shared document. Check for omissions or concerns in a final Go-Around.

Closing 5 Minutes Summarize decisions, actions, and next steps. Ask each participant for verbal check-out, noting any concerns or remaining questions.

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Mary’s Agenda as Shared with Participants

Time Activity

10:00 – 10:10 Technology check

10:10 – 10:20 Check-In

10:20 – 10:40 (20 minutes)

Decide on plan for X.We need consensus here.

10:40 – 10:50 Set dates and responsibilities for ABC

10:50 – 10:55 Action items and next steps

This agenda was sent out in advance with the necessary back-up documentation for two main tasks.

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For More Information..Rick’s new book is available on Amazon. It includes example agendas, and approaches to difficult situations. Rick and Nancy co-authored a chapter dedicated to structuring effective virtual meetings. It contains 20 tools for planning and conducting more engaging, effective virtual meetings. And check out Rick’s blog at www.MeetingforResults.co/blog. Contact Rick at:rick@meetingforresults.com or 1-978-580-4262

Nancy’s book is available from Amazon and CRC Press . Written as a series of tips, this book presents practical ideas to help virtual leaders engage and motivate their team members across time and distance. Enter promo code KVL31 at checkout for a 20% discount. Subscribe to Nancy’s eZine at www.guidedinsights.comContact Nancy directly at:nancy@guidedinsights.com or 1-978-263-2545