C4 - Checklist for a Virtual Meeting
Chair Should Set Expectations
The meeting chair should include some basic instructions and expectations in the invite, such as no multitasking, business casual dress, taking the meeting in a “closed-door” setting.
Do One or Two Tech Run-Throughs
Have a member of the IT team walk each director through their technical set-up — including the videoconferencing platform and any additional third-party apps — well in advance of the meeting. Put protocols in place even about how to signal when participants want to ask a question.
Equip Meeting Participants Accordingly
After the tech-check, consider mailing hardware (like headsets) or suggesting noise-cancelling software (like krisp.ai) to improve audio.
Online Scheduling
Use an online scheduling tool to assure time zones are accurate and respectful when planning your virtual meeting.
Video Camera Expectations
Encourage participants to keep their camera on for richer engagement and clarity of intent. It creates a more human connection, allowing the meeting to get a feel for how the team is doing and it also ensures greater focus as everyone has to be their best. There is no hiding on a video call!
Staffing & Back-Up Plan
During the meeting, have a staff member on-hand to assist with any technological difficulties. Have a call-in number to join the meeting as a last resort.
Use a Moderator
A moderator can assure all these systems above are in place and can help keep a meeting running smoothly without a hitch. By leveraging a professional remote coach, you get someone who can facilitate bold and effective group discussion and suggest a breakout discussion if they gauge participation is lacking or to help re-energize the group.
Feedback Protocol
Plan a feedback session the day after your first virtual meeting. Request members gather their thoughts and observations as quickly as possible, while their reactions are fresh in their minds. Participants could break into small groups to discuss what worked, what didn’t, and any possible solutions and report back. You can collect feedback via anonymous polling, but we suggest you get your meeting participants comfortable with open and straightforward feedback.
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