Keeping attendees engaged in virtual meetings is inherently valuable. But it also reduces the need for techniques to re-engage attendees after they "check out" or become distracted. Engagement prevents many other problems, such as inattentiveness, distractedness, poor decision-making, and the need to repeat what's just been said.
Here's Part II of a set of techniques for keeping attendees engaged.
- Solicit agenda items from attendees in advance
- Some meeting chairs distribute agendas for their meetings without first soliciting suggestions from attendees. In effect, they're imposing an agenda on the meeting.
- Even when the agenda is obvious, soliciting suggestions in advance enhances attendee engagement. Attendees who suggest items tend to feel an affinity for the items they suggested, which can enhance their sense of engagement.
- Publish a "Not Agenda" in advance
- Items on the Not Agenda are off limits for the meeting. They're less likely to arise during the meeting, less likely to be appended to the parking lot, and less likely to waste valuable meeting time.
- Including the Not Agenda along with a solicitation of agenda items keeps attendees from suggesting items that are known in advance not to be agenda items for the meeting.
- Track who is actually present
- If you don't know who's present, it's Even when the agenda is obvious,
soliciting suggestions in advance
enhances attendee engagementdifficult to keep them engaged. Ask people to "check in" when they arrive, or when they return from breaks or from stepping out. Ask that they announce their departures if they must step out during the meeting. This custom lets everyone know who is present, which can be important for conducting discussions.
- But it can require a bit of bookkeeping. For meetings of more than a few people, designate an "attendance scribe" who tracks this information, and posts it on screen in a manner visible to everyone. Two columns work well: Present and Not Present. When people know that everyone else is aware that they're present, they're less inclined to succumb to distractions, because they realize that anyone might address them directly at any time.
- Don't maintain a queue of people who want to speak — use rotation
- The speaker queue is widely used for allocating speaking time. Whether executed by catching the facilitator's eye in face-to-face meetings, or by technological "hand-raise" tools in virtual meetings, speaker queues have limitations. They tend to scramble discussion threads, especially for complicated or controversial topics. And the queue can get very long indeed.
- Rotation addresses both issues. Using Rotation, the facilitator asks each attendee, in turn, for a contribution, perhaps in the order of the "Present" list (see above). Attendees who have no contribution say, "Pass." The facilitator repeats the poll until a round completes with everyone passing. Rotation has the added benefit of providing a natural reason for the facilitator to ask each attendee for a contribution, without the risks attendant with singling out individuals.
Most important, don't meet unnecessarily. Taking up people's time for no good reason leads to disengagement that can't be overcome by even the most powerful techniques. First in this series Top Next Issue
Are your virtual meetings plagued by inattentiveness, interruptions, absenteeism, and a seemingly endless need to repeat what somebody just said? Do you have trouble finding a time when everyone can meet? Do people seem disengaged and apathetic? Or do you have violent clashes and a plague of virtual bullying? Read Leading Virtual Meetings for Real Results to learn how to make virtual meetings much more productive and less stressful — and a lot shorter. Order Now!
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More articles on Virtual and Global Teams:
- Dispersed Teams and Latent Communications
- When geography divides a team, conflicts can erupt along the borders. "Us" and "them"
becomes a way of seeing the world, and feelings about people at other sites can become hostile. Why
does this happen and what can we do about it?
- TINOs: Teams in Name Only
- Perhaps the most significant difference between face-to-face teams and virtual or distributed teams
is their potential to develop from workgroups into true teams — an area in which virtual or distributed
teams are at a decided disadvantage. Often, virtual and distributed teams are teams in name only.
- Remote Facilitation in Synchronous Contexts: I
- Whoever facilitates your distributed meetings — whether a dedicated facilitator or the meeting
chair — will discover quickly that remote facilitation presents special problems. Here's a little
catalog of those problems, and some suggestions for addressing them.
- On Virtual Relationships
- Whether or not you work as part of a virtual team, you probably work with some people you rarely meet
face-to-face. And there are some people you've never met, and probably never will. What does it take
to maintain good working relationships with people you rarely meet?
- Communication Traps for Virtual Teams: II
- Communication can be problematic for any team, especially under pressure. But virtual teams face challenges
that are less common in face-to-face teams. Here's Part II of a little catalog with some recommendations.
Forthcoming issues of Point Lookout
- Coming July 18: High Falutin' Goofy Talk: III
- Workplace speech and writing sometimes strays into the land of pretentious but overused business phrases, which I like to call high falutin' goofy talk. We use these phrases with perhaps less thought than they deserve, because they can be trite or can evoke indecorous images. Here's Part III of a collection of phrases and images to avoid. Available here and by RSS on July 18.
- And on July 25: Exploiting Functional Fixedness: II
- A cognitive bias called functional fixedness causes difficulty in recognizing new uses for familiar things. It also makes for difficulty in recognizing devious uses of everyday behaviors. Here's Part II of a catalog of deviousness based on functional fixedness. Available here and by RSS on July 25.
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- On 14 December 1911, four men led by Roald
Amundsen reached the South Pole. Thirty-five days later, Robert F. Scott and four others followed. Amundsen
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As historical drama, why this happened is interesting enough. Lessons abound. Among the more important
lessons are those that demonstrate the power of the agile approach to project management and product
development. Read more about this program. Here's
a date for this program:
- Ohio National Insurance, 1 Financial Way, Blue Ash, OH: July
Monthly Meeting, Cincinnati
chapter of the International Institute of Business Analysis. Register now.
- Ohio National Insurance, 1 Financial Way, Blue Ash, OH: July 17, Monthly Meeting, Cincinnati chapter of the International Institute of Business Analysis. Register now.
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