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Naked Meetings III: Going Virtual
Rick Lent & Nancy Settle-Murphy
November 7, 2012
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Today’s Speakers
Rick Lent Principal
Meeting for Results
Hosting:
Sam Frank, Synthesis Partnership Assisting with chat questions: Jamie Maloney, Nonprofit Webinars
Nancy Settle-Murphy President
Guided Insights
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Naked Meetings III: Going Virtual
Rick Lent, Ph.D. Nancy Settle-Murphy
www.MeetingforResults.com www.guidedinsights.com
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Today’s Agenda
1. Help you recognize some of the unseen structural challenges of virtual meetings.
2. Give you ways to structure effective virtual meetings.
3. Provide selected tips and tools for designing and conducting better virtual meetings.
And take your questions …
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Your Replies on Registration Survey…
1. What are your challenges in leading virtual meetings?
2. What type of virtual meetings do you typically lead?
3. How long have you been involved in planning and running virtual meetings?
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Unseen structures …
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Unseen Structures of Meetings
• Physical, temporal, procedural and personal aspects of meetings.
• With an (unrecognized) impact on how we interact with each other and do the work of the meeting.
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Unseen Structures of Virtual Meetings
Sara Beauvais The FairyCircle.com
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Some Structural Aspects of Virtual Meetings…
1. Length of your typical virtual meetings?
a) Up to 30 minutes?
b) Up to 60 minutes?
c) Longer?
2. Number of participants in your usual virtual meetings?
a) 2-6
b) 7-12
c) 13 or more
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Examples of Virtual Meetings
Two stories of virtual meetings, their structure, and outcomes.
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Virtual Meeting to Reach a Critical Project Decision
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
What Was that Critical Project Decision?
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Underlying Structure of Meeting
1. How discussion was conducted.
2. How differences in authority and expertise were managed.
3. When critical information was shared.
4. How decisions were framed, and achieved.
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
When Virtual Engagement Can Mean Life or Death
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Engagement by Design
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Listen
Apply
Interpret, Assimilate
Interact
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Five Choices in Planning and Preparing for Effective Virtual Meetings
1. How you define the work of the meeting and communicate necessary information in advance so all arrive prepared
2. Whom you invite
3. How you design the discussion
4. How time will be spent
5. How you arrange the meeting “space”
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
1. How You Define the Work of the Meeting Define a Clear Task for Each Part of Meeting Agenda
The more clearly the task description fulfills the FATT criteria, the more likely it is that the group will engage each other effectively in the work of the meeting.
• Focused: Subject for discussion is a clear and bounded task so everyone understands exactly what is under consideration.
• Actionable: Decision can be acted on by those present. This group has the relevant authority, .
• Timely: This is the right time to address this topic.
• Timed: Adequate time planned for task and # of participants.
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Well-Defined Task Statements
Rather than “communication planning”
• “Decide on plan for maintaining website and Facebook page.”
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
2: Whom You Invite
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Task/purpose at hand
Level of trust
Relationships – existing and desired
Diversity of perspectives
Roles and responsibilities
Locations, time zones
Asynchronous, synchronous, or combination
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
3: How You Design the Discussion
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Quick tips for structuring a virtual discussion: • Maximum #: 8 people
• Online flipcharts, quick polling – verbal or online
• Multitasking “on task”
• “Around the virtual table”
• Give people a job to do
• Online conversations, before and after
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Prework, Prep as Prereqs
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+ = ion
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
4: How Time Will Be Spent
• 80/20 rule: 80% active, 20% passive
• Shift activities, energy every 5-7 minutes
• 60-min. meeting = 5 + 10 + 45 min.
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• Objectives, goals • Conversation type • # participants • Supporting technology • Extent of prework
This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Creating a Realistic Design: Task: “Decide on plan for maintaining website and Facebook page.”
Agenda for Meeting Timing Activity Other
Pre-work portion in online conference area
Open 5-6 days prior to meeting/close 24 hrs before meeting
Post summary slides with request for participants to nominate favorite plan by voting in online conference space, along with related rationale
May need to send reminder, depending on participation
Welcome, objectives, process, check-in
5 minutes Prepare slide or electronic whiteboard/flipchart with agenda and related timing
Send agenda ahead of time as well
Review options 5 minutes Poll participants for their top choice May use virtual hands-up as alternative
Discussion 30 minutes Discuss pros & cons of each option Less time needed if we have a consensus
Decide (consensus preferred)
10 minutes Re-poll participants Verbal weigh-in – 1st and 2nd choices, with statement of rationale
May use polling if anonymity desired
Next steps 10 minutes Summarize responses – announce decision, implications and next steps Create notes in shared space where all can see
Meeting notes w/in 24 hrs, indicating actions, drivers and dates
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
5: How You Arrange Virtual “Space” Where are Participants Seated?
• Everyone remote or some in room together? – Best is to have all participating virtually
(even if some could be face-face).
• If you must mix remote and face-face participants, go-around group regularly to get equal input. Begin with those on speaker phone. – Have tent card with pictures of those on speaker phone
• Make sure everyone has same information in the same form/medium – on a screen or in their hands.
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
5: How You Arrange Virtual “Space” Can I hear you now?
• Avoid use of mute
• Ask all to be in a quiet space, or use headset
• Avoid use of speaker phone
• Avoid noisy, distracted places – No meetings while driving
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
5: How You Arrange Virtual “Space” Visible Note Taking
• Use virtual flipchart or shared document for ongoing meeting notes – Real time “Visible Note Taking” important for tracking
progress of discussion – Have volunteer keep ongoing notes where all can see
them
• Plan how participants can make comments, ask questions, etc. – You can’t see body language – Use of IM, email, “raising hands” and regular “go-
around” is important
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
Five Choices in Planning and Preparing for Effective Virtual Meetings
1. How you define the work of the meeting and communicate necessary information in advance
2. Whom you invite
3. How you design the discussion
4. How time will be spent
5. How you arrange the meeting “space”
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This work by Rick Lent, Ph.D and Nancy Settle-Murphy. is licensed under a Creative Commons Attribution-NoDerivs 3.0 Unported License.
For More Information..
Rick’s e-book available on Amazon and other e-book retailers. Also see Rick’s blog at www.meetingforresults.com/blog or sign up for his newsletter
Contact Rick directly at:
[email protected] or 1-978-580-4262
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Nancy’s new book available from Amazon and CRC Press in December - Enter promo code - KVL31 – at checkout Contact Nancy directly at: [email protected] or 1-978-263-2545
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