Saving time through virtual meetings

By Khrystyna Yablonska

When discussions and resolving of workplace issues can’t be done face to face, virtual meetings can help. They might sound mysterious but they are gaining popularity. The purpose of virtual facilitation at such events is no different from the traditional one – to engage a group of people in effective group decision-making.

Facilitation of virtual meetings is more complicated compared to conventional meetings. However, the right tools and some practice can simplify the task.

The benefit of online facilitation is that it saves time. There is no need to travel to a venue and gather a group together. It is also more efficient as such meetings can be scheduled quickly and with a short lead time.

The most important thing is training. Virtual facilitation requires honing your best practices and other skills.

Before the meeting:

1. Choose an efficient facilitation resource. It should allow participants to see each other, use online Postit notes, write their ideas and post them on a virtual board.
2. Test the online platform and draw up clear guidelines for new participants.
3. Draw up and distribute the agenda. If you plan to work with presentations or texts, send them beforehand. If there are many of them or if they include videos and photos, you can post them on the Internet using a special service.
4. Send guidelines on how to join the meeting. Ask for a trial connection five to 10 minutes before the meeting.
5. Make sure all programs and equipment are fully operational.
6. On the day of the meeting, send reminders about the event, its objectives and connection guidelines. Find out whether all are able to attend.

During the meeting:

1. Check the connection and sound. Deal with technical or any other problems related to participation.
2. Let participants know the agenda and aim of the meeting.
3. Keep to the procedure.
4. Present information in small chunks, no longer than 15 to 20 minutes.
5. Fully engage participants in the discussion. Give the opportunity to ask questions, for example, by using the chat feature.
6. Before closing the meeting, summarise the results, ask for feedback, determine further action and people responsible, agree on the timing of any potential next meeting and thank the participants.

After the meeting:

1. Send the minutes to participants.
2. Monitor the implementation of decisions made; and keep participants informed about this. Once you try out virtual facilitation, you will realise that in some cases this is exactly what you need.

Khrystyna Yablonska (div1@shkola-agrus.com)
is a facilitator from Ukraine