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:
- Virtual Conflict
- Conflict, both constructive and destructive, is part of teamwork. As virtual teams become more common,
we're seeing more virtual conflict — conflict that crosses site boundaries. Dealing with destructive
conflict is difficult enough face-to-face, but in virtual teams, it's especially tricky.
- Remote Facilitation in Synchronous Contexts: II
- Facilitators of synchronous distributed meetings — meetings that occur in real time, via telephone
or video — encounter problems that facilitators of face-to-face meetings do not. Here's Part II
of a little catalog of those problems, and some suggestions for addressing them.
- Communication Traps for Virtual Teams: I
- Virtual teams encounter difficulties that rarely confront face-to-face teams. What special challenges
do they face, and what can we do about them?
- Virtual Brainstorming: II
- When virtual teams must brainstorm, they try to do so virtually. But brainstorming isn't just another
meeting. There's a real risk that virtual brainstorms might produce inadequate results. Here's Part
II of some suggestions for reducing the risk.
- Costs of the Catch-Me-Up Anti-Pattern: I
- Your meetings start on time, but some people are habitually late. When they arrive, they ask, "What
did I miss? Catch me up." This is an expensive way to do business. How expensive is it?
Forthcoming issues of Point Lookout
- Coming May 15: Entry Intimidation
- Feeling intimidated about entering a new work situation can affect performance for both the new entrant and for the group as a whole. Four trouble patterns related to entry intimidation are inadvertent subversion, bullying, hat hanging, and defenses and sabotage. Available here and by RSS on May 15.
- And on May 22: Newtonian Blind Alleys: I
- When we decide how to allocate organizational resources, we make assumptions about how the world works. Often outside our awareness, the thinking of Sir Isaac Newton influences our assumptions. And sometimes they lead us into blind alleys. Universality is one example. Available here and by RSS on May 22.
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- 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.