To improve your team’s performance, in a work from home world, understand how to facilitate online discussions. These debates would normally happen in a conference room, where you could see everyone, as well as pick up on non-verbal cues.
Now, you may be making important decisions through a computer screen. Suddenly, are some voices being heard too much and some too little? And does your meeting engagement seem a little off, as some studies have found?
These are some of the challenges that come from shifting conversations to the virtual world. As the coronavirus may limit in-person discussions for while, let’s go over some best practices for how to facilitate online discussions.
Have a Leader
You need someone who can keep everyone on topic, watch the clock, and provide fairness in letting all participants share their views. There are a lot of demands placed on this facilitator.
Not sure who can do this task? Rotate it around your team and then see who performs the best. That can help you decide who should become the permanent group discussion leader.
It’s very important to pick someone based on ability and not a title. Bosses probably shouldn’t be leading the discussion, as this may discourage frank conversations. Also, they may focus too much on the mechanics of the session, rather than listening to what’s being said.
Prepare and Set Expectations
Ahead of time, let people know the format of the meetings. If you expect them to talk, make sure they can prepare their thoughts.
You don’t want people to feel like they’re taking a pop quiz. You’re in charge of holding a productive meeting and not a game show.
Also, let people know how they can comment on things during the session. Will you ask them to physically raise a hand, raise a virtual hand (depending on the meeting platform), or put in a comment request in the chat section?
Finally, let people know if they’ll be expected to be seen and heard during the virtual meeting. Some may have to make adjustments before they’re ready for showtime. If you surprise them, they may not be able to participate right away.
Structure is Your Friend
When it’s time to debate issues, give everyone a chance to comment and set an announced time limit on each turn. This can ensure your introverts will be engaged and active participants.
For the extroverts, you can give them the chance to take part in an open discussion, after everyone has had a turn. Do consider a limit on open discussion time.
Keep the Focus
Especially when it comes to important decisions, you want to watch out for tangents. These may be good points to discuss but they can be used as a stall tactic for making tough choices.
A new topic may emerge and perhaps the best place for it is in another meeting or at the end of the current session, if the participants agree to the addition.
Next Steps
For a meeting to be successful, something needs to come out of it. Either a decision has been made, rejected, or people will do some sort of homework before the next session.
You want to make sure some sort of next step is defined. Otherwise, you may have held more of a social hour, rather than a productive meeting.
Ken Okel Performs Virtual Keynotes Too
