Whether you're attending a teleconference or webinar - or leading one - four elements are critical to success. - Solid Preparation: Everyone should know ahead of time who is invited, and what format to expect - a five person conference call will feel completely different from a 100+ person webinar (see right for more on meeting size). Participants should plan to be somewhere quiet, free from interruptions and background noise, and have all materials/technology required for full participation in the meeting.
- Right technology: There are a number of online tools to help engage virtual groups. If you've participated in collaboration efforts that use these tools, share your experiences (good or bad) with participants and planners of other efforts you're involved with.
- Solid Ground Rules: Either ahead of time, or as an initial step; the meeting leader should establish guidelines for working together during the virtual interaction. A few examples of virtual etiquette:
- Keep your phone muted except when you
are speaking
- State your name to respond to a question
- Resist the urge to multi-task - while no-one
else can see you, it will limit your participation
and could slow the group down
- Avoid paper rustling
- Announce if leaving/returning
- Speak clearly, and a little slower than usual
Remember...If you're not clear about the ground rules - ask!
- Sound Facilitation: Without visual clues, it's harder to know how your participants are feeling and who is waiting to talk. Online chat can be helpful here. Leaders may want to sit up - or even stand up - so that you are fully engaged and energized. Your participants will feel the difference!
| Desired Meeting Outcomes and Meeting Size Should Complement One Another:
5-10 people:
Mini webinars- conversational tone, "round-table" feel
- everyone has air time
- opportunity to build relationships
- trustworthy environment
- many face-to-face activities are adaptable to this size group.
10-25 people:
Small webinars - limited air time for all participants
- use web collaboration tools to allow everyone to get ideas down quickly
(online flip chart) and focus discussion
25-50 people:
Medium webinars - connection with and between participants more distant and less personal
- web collaboration tools critical for interaction and participant engagement
- guest speakers help focus discussion and create interesting debrief on group input
- tightly facilitated Q&A required
- consider benefits and appropraitness of side online "chat" function
50-150 people:
Large webinars - Panel point-counter point discussions keep audio conversation lively
- collect comments back and forth between participants on a shared flip chart.
>150:
Very large webinars - interaction is limited
- communication venue with subject matter expert or panel conversation/presentation
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| A final word on success
The success of virtual collaboration does not rest solely on the shoulders of the meeting facilitator. Each participant has the responsibility to stay engaged, no matter how tempting the draw of multi-tasking! Your meeting will only be as good as its participants make it. Want to know more?
There are many websites dedicated to this topic. There are also many online virtual webinars available. Comments? Email: Vicky@KitsapRegionalCouncil.org
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