Remote Facilitation in Synchronous Contexts: I

Within the past decade, coaches and group or meeting facilitators have been engaged with increasing frequency in virtual environments — usually telephone or videoconferences. For groups, remote facilitation — when identified as such — is usually synchronous. That is, it occurs in real time over the telephone or a video link.

By contrast, asynchronous facilitation has been widespread for several decades. In the context of email distribution lists, we call it "moderating," though facilitation is now also emerging in chat and wiki contexts. Remote facilitation in asynchronous contexts will be a topic for another time. For now, let's consider synchronous contexts: the telephone and videoconference.

Remote facilitation (or distance facilitation) of synchronous groups requires a skill set that overlaps, but is distinct from, the skill set of a face-to-face (F2F) facilitator. The differences vary with the process the group is using, but here are some of the differences for general discussions. Let's begin with issues that arise before the meeting begins.

Meeting geometry

In face-to-face meetings, everyone is in the same room. The ability to participate is fairly uniform across the attendees. In virtual meetings, some might be "phoned in" while others are face-to-face. There might be several meeting sites conferenced together, or everyone might have called in to a bridge line. Geometries in which everyone has roughly equal access to the facilitator are symmetric; the others are asymmetric.

Managing asymmetry requires special skill. Less effective access to the flow of the meeting tends to hinder contribution and enhance the temptation of distractions. The facilitator of an asymmetric meeting can take two actions to mitigate these risks. First, educate all attendees about the issue and ask for proactive cooperation of geometrically advantaged attendees to reduce the effect of meeting asymmetry by listening for attempts to participate, leaving space for those with less access, and even asking for their opinions and perspectives directly. Second, the facilitator can make a special effort to check in with the geometrically disadvantaged.

Materials distribution

Less effective access
to the flow of the meeting
tends to hinder contribution
and enhance the temptation
of distractionsIn the F2F context, materials distribution is relatively simple. In the distributed context, network interruptions, security concerns, time zone disparities, priority differentials and uncontrolled distractions all conspire to create a need to distribute materials much sooner than we would in the F2F context.

Make sure that materials are distributed early enough for your particular environment. Require acknowledgment of receipt. If materials don't arrive in time, or if you don't receive an acknowledgment, be prepared to cancel the meeting. If the materials don't arrive, or the acknowledgments don't arrive, and if you're reluctant to cancel the meeting, then ask yourself: (1) Were those materials really necessary? or (2) Were those attendees really necessary? If the answers are in the affirmative, a postponement is probably the right choice.

Once the action starts, things get really interesting. Next time we'll examine some of the dynamics of open discussions in the distributed context.  Next in this series  Top    Next Issue

Is your organization a participant in one or more global teams? Are you the owner/sponsor of a global team? Are you managing a global team? Is everything going well, or at least as well as any project goes? Probably not. Many of the troubles people encounter are traceable to the obstacles global teams face when building working professional relationships from afar. Read 303 Tips for Virtual and Global Teams to learn how to make your global and distributed teams sing. Order Now!

For suggestions for facilitating highly charged distributed meetings, see "Remote Facilitation in Synchronous Contexts: II," Point Lookout for April 2, 2008. For suggestions for making remote facilitation easier using protocols defined for everyone in advance, see "Remote Facilitation in Synchronous Contexts: III," Point Lookout for April 9, 2008.

Your comments are welcome

About Point Lookout

Thank you for reading this article. I hope you enjoyed it and found it useful, and that you'll consider recommending it to a friend.

Point Lookout is a free weekly email newsletter. Browse the archive of past issues. Subscribe for free.

Support Point Lookout by joining the Friends of Point Lookout, as an individual or as an organization.

Do you face a complex interpersonal situation? Send it in, anonymously if you like, and I'll give you my two cents.

Related articles

More articles on Personal, Team, and Organizational Effectiveness:

Learn from the Mastodon

Not long ago, Mastodons roamed North America in large numbers. Cousins to the elephant, they thrived in the cool, sub-glacial climate. But the climate warmed, and human hunters arrived. The Mastodon couldn't adapt, and now it's extinct. Change is now coming to your profession. Can you adapt?

Renewal

Renewal is a time to step out of your usual routine and re-energize. We find renewal in weekends, vacations, days off, even in a special evening or hour in the midst of our usual pattern. Renewal provides perspective. It's a climb to the mountaintop to see if we're heading in the right direction.

Healthy Practices

Some organizational cultures are healthy; some aren't. How can you tell whether your organizational culture is healthy? Here are some indicators.

Some Hidden Costs of Business Fads

Adopting business fads is an expensive organizational pattern, with costs that extend beyond what can be measured by the chart of accounts most organizations use. Here are some examples of the hidden costs of business fads.

Confirmation Bias: Workplace Consequences Part I

We continue our exploration of confirmation bias, paying special attention to the consequences it causes in the workplace. In this part, we explore its effects on our thinking.

See also Personal, Team, and Organizational Effectiveness, Effective Meetings, Project Management and Virtual and Global Teams for more related articles.

Forthcoming issues of Point Lookout

Coming June 3: Capability Inversions and the Dunning-Kruger Effect

A capability inversion occurs when the person in charge of an effort is far less knowledgeable about the work involved or its purpose than are the people doing that work. In capability inversions, the Dunning-Kruger effect can intensify group dysfunction, sometimes severely disrupting the effort. Available here and by RSS on June 3.

And on June 10: They Don't Reply to My Email

Ever have the experience of sending an email message to someone, asking for information or approval or whatever, and then waiting for a response that comes only too late? Maybe your correspondent is an evil loser, but maybe not. Maybe the problem is in your message. Available here and by RSS on June 10.

Coaching services

I offer email and telephone coaching at both corporate and individual rates. Contact Rick for details at rbrenmhXARWRMUvVyOdHlner@ChacxgDmtwOKrxnripPCoCanyon.com or (650) 787-6475, or toll-free in the continental US at (866) 378-5470.

Get the ebook!

Past issues of Point Lookout are available in six ebooks:

• Get 2001-2 in Geese Don't Land on Twigs (PDF, )
• Get 2003-4 in Why Dogs Wag (PDF, )
• Get 2005-6 in Loopy Things We Do (PDF, )
• Get 2007-8 in Things We Believe That Maybe Aren't So True (PDF, )
• Get 2009-10 in The Questions Not Asked (PDF, )
• Get all of the first twelve years (2001-2012) in The Collected Issues of Point Lookout (PDF, )

Are you a writer, editor or publisher on deadline? Are you looking for an article that will get people talking and get compliments flying your way? You can have 500 words in your inbox in one hour. License any article from this Web site. More info

Public seminars

Bullet Points: Mastery or Madness?

Decision-makers in modern organizations commonly demand briefings in the form of bullet points or a series of series of bullet points. But this form of presentation has limited value for complex decisions. We need something more. We actually need to think. Briefers who combine the bullet-point format with a variety of persuasion techniques can mislead decision-makers, guiding them into making poor decisions. Read more about this program.

Here are some dates for this program:

• Time: 12:00 Eastern Time. Place: Wherever you are. It's a Webinar.: June 24, Monthly Webinar, sponsored by Technobility Webinar Series. Register now.
   
• Time: 6:00 PM Eastern Time. Place: Wherever you are. It's a Webinar.: June 24, Monthly Webinar, sponsored by Technobility Webinar Series. Register now.
   

The Power Affect: How We Express Our Personal Power

Many people who possess real organizational power have a characteristic demeanor. It's the way they project their presence. I call this the power affect. Some people — call them power pretenders — adopt the power affect well before they attain significant organizational power. Unfortunately for their colleagues, and for their organizations, power pretenders can attain organizational power out of proportion to their merit or abilities. Understanding the power affect is therefore important for anyone who aims to attain power, or anyone who works with power pretenders. Read more about this program.

• A recording of a program presented June 29, 2017, Monthly Webinar, sponsored by Technobility Webinar Series. PMI members can earn 1.0 Category 'A' PDU by viewing this program. View this program now.