Be on time. Zoom saw daily… If you agree to look me in the eye and try to absorb the gist of what I’m saying, I agree to be crisp, cogent, and on point. That means that almost any meeting that you have today will probably have at least one person attending from a remote location. Another wildly disorienting thing about Zoom parties: everyone has to talk one at a time. Keep meetings shorter than usual, if possible, he says, and try not to talk too long. Zoom hosts daily training webinars to help get you started using Zoom Meetings as well as weekly deep dive sessions. Effective ground rules help: 1. Mark Vaesen runs Tomango and did some one-to-one business coaching with Julia Chanteray. Zoom also has a chat function where people can type in messages or put up links to websites. You might not want to share your bank account, cat videos or email to your mum. But even if you're no stranger to the remote way of life, it's still easy to fall victim to some major meeting faux pas. Tips for Meeting Attendees. This is why … No spot pushing, even if the other people haven’t arrived yet. You can even put people into separate break out rooms to do an exercise for a while, just like if you were running a workshop in real life. Remember to look at the camera sometimes, not just the screen. Facilitation & Design, Interactive I’ve interviewed people for my blog, recorded some videos of me talking to the camera, and run a weekly team meeting for a project with 12 people on Zoom. Close down any windows which you wouldn’t want other people to see before the meeting, just in case. How to Facilitate a Virtual Meeting: Roles, Tips, & Responsibilities, What to Look For When Hiring a Meeting Facilitator, Stretch your Leadership Team’s Ability to Think Strategically, Posted in Virtual Meetings on by Kristin Arnold. When possible, use an external microphone if you have one. Mute your microphone To help keep background noise to a minimum, make sure you mute your microphone when you are not speaking. I had to ask people on the spur of the moment not to run side conversations in the chat. Speeches, or Facilitation Training Ground Rules for Chat in Zoom Meetings of the Delegate Assembly Professional Staff Congress/CUNY, August 2020 (Adapted from the NYSUT Code of Conduct) In all of our communications and actions, PSC is committed to providing a positive and respectful If you’re sitting with a window behind you, the others will only see a silhouette of you. Three rules to make for better online meetings. My article on using Zoom to strengthen your business by pivoting online has lots more ideas about running online workshops, webinars and how to build your business on Zoom. In the world before COVID-19, the default way to meet was by phone. Listen with an open mind. Be prepared for some small talk or a very general welcome and introduction at the beginning because not everyone will join in on time. And if you want them to speak, you’ll have to ask them by name as just turning to them as you would in a regular workshop won’t work. Respect Time Rules related to respecting people's time such as showing up, being on time and ending on time. Value the learning from different inputs, and listen to get smarter. Purpose: To decide together our shared expectations for meetings Desired Outcomes: An understanding of the things we agree help us do our best work in meetings; A documented set of agreements—or ground rules—we’ll use to make sure our meetings … Within a few short months, that default has flipped to Zoom, MSTeams, GoToMeeting etc. So strange. Review Zoom's best practices for securing meetings Zoom has compiled a list of pre-meeting and in-meeting settings you can use to protect your meetings. : Proven Presentation Techniques to Engage, Involve and Inspire Audiences to Action. I use Zoom for the fortnightly workshops in my Remarkable Business programme, and I record our sessions and put them up on a members-only area of the website afterwards. Ask each team member to propose 1-2 ground rules — Ground rules are most effective when they come from the team, not from the leader. Give people instructions for using Zoom beforehand, so they know that they will probably have to download some software before the meeting. Seth Godin suggests these Zoom agreements: “If you promise not to check your email while we’re talking, we promise to not waste your time. 5. Contact Kristin about your Meeting Your own ground rules will work much more effectively if they’re just that, your own. One of the best ways you can ensure your audio conference or conference call is a success is to provide an upfront contract, of sorts, to the attendees. That’s what they’re there. She is the author of the award-winning book, Boring to Bravo: Proven Presentation Techniques to Engage, Involve and Inspire Audiences to Action. When you use Zoom for larger groups, like any meeting the dynamic changes as you add more people. Within a few short months, that default has flipped to Zoom, MSTeams, GoToMeeting etc. Be on time - it is very disruptive when people join an online meeting after it … You always turn it ON when you need to say something. In some of my larger calls, I use the same sort of ground rules I’d use if I were running a formal meeting. Increase participation and the sharing of idea… Make sure people can see you. It allows you to connect with many people at the same time – without moving from your home. ... ground rules together, then the facilitator should ensure that everyone in the group follow this agreement this Mostly, people use this in a super polite way, maybe to say bye if they have to leave the meeting early or to give a useful website as part of the discussion. 10 Meeting Rules for Productive and Effective Meetings If you feel that your company’s or team’s productivity is being drained by pointless, ineffective meetings, consider establishing these 10 meeting rules. I see a lot of people jump at the sight of themselves at the beginning of the call, and then start smoothing out their hair. Meetings are sufficiently challenging when the participants are all in the same room. You might shake your head or give a thumbs up. A Meeting to Set Team Ground Rules. I read a lot of business books. Mark Vaesen on working with Julia Chanteray, Mindset, manner and mechanism: the fundamentals of enjoying sales, Move on up – eight proven steps to becoming a better business owner, Paula Richardson on working with Julia Chanteray. And, as the host, you can mute someone if they’re objectionable. • Log into your meeting from a distraction free, quiet environment. I’ve found it really useful to set some ground rules for Zoom for conference calls and workshops before getting going. She’s been facilitating teams of executives and managers in making better decisions and achieving greater results for over 20 years. Anyone can easily set up an event with one “host” and invite others to participate. Ground rules are a short list of expectations to guide how a group works together. She is the author of the award-winning book. and professional panel moderator. In addition, here are some useful tips to observe to help ensure the meeting goes smoothly for all involved: This has the advantage of keeping the background noise levels down, especially as not everyone realises that if they don’t mute, you’re all going to hear them typing furiously or eating a bag of crisps while they watch. • If you would like to You can add many more to this list that may be more relevant to a particular situation, such as asking people to state their names when voices are not yet familiar, or asking people to test run a new web collaboration application before joining the call. Do check your hair and appearance in a mirror before the call. The most common type of ground rule for meetings is a request for participants to avoid behaviors that may distract them and others such as the use of phones and consumption of food. 2. Which I think is an advantage compared to real-life meetings. What is the purpose of having ground rules? Posted by Kristin Arnold on September 8, 2020. Getting people to put their hands up to speak, even in a group of just six participants, makes it easier to notice when someone wants to talk. Post was not sent - check your email addresses! Whether you are learning to use Zoom Meetings or Zoom Webinars, download the supplemental reference guides for Meetings and Webinars to get the most from your time with us! I’ve been a business coach for over a decade now and have written dozens of ideas and how-to guides here at the Joy of Business to help you to build your business. Ground Rules for ZOOM – Virtual Visits. So strange. I’ve never had to do this, but a couple of times where I’ve had exceptionally opinionated people on the call, I’ve found it reassuring to have this in my back pocket. This edition of Communiqué offers a few important ground rules for running effective virtual meetings. For more information about how to lead your team in the virtual environment, use these resources. • Please keep your audio on mute until you want to speak. Google Hangouts and Jitsi Meet are two free tools for online meetings. But if an airplane flies near your house, a dog runs into the room, or other 963 cases happen, you will not interfere with your work; Avoid home clothes and many home things in … You need to do a bit more of this on Zoom than if you were in the room for real. I did have one person who forgot to mute herself and joined our workshop on her phone while she was on the bus. Zoom will assign an alternate host if the original host exits first, but it’s not a good look. Paula Richardson is the owner of SmartBee Business…, Paula Richardson did the Remarkable Business six month coaching programme in 2020. You can lead meetings and discussions without ground rules, but did you ever leave an unstructured meeting with a headache? When other people are talking, amplify your body language to give clear signals. KRISTIN ARNOLD, MBA, CPF | Master, CSP is a high-stakes meeting facilitator and professional panel moderator. Needs. Stay open to new ways of doing things, and listen for the future to emerge. If you’re going to do this lecture style where it’s you talking, maybe with some slides and the other people listening, you might want to mute all the other people from the start. Their Basic Plan gives you the ability to hold unlimited meetings for free, as long as you would like. And the best way to limit the number of pointless meetings being held is to establish a set of meeting rules that everyone must follow. You might shake your head or give a thumbs up. And if you want to have a call of more than just two people, Zoom works about a million times better than Skype. For one discussion meeting with a dozen people, I got everyone to agree to abide by Chatham House confidentiality rules, and I explained people would need to put their hands up to speak. Zoom is a platform for virtual meetings. But in society today, virtual teams are commonplace. Three or four people can have a chat, and unless someone has terrible manners the flow of conversation will usually regulate itself. For more information about how to lead your team in the virtual environment, KRISTIN ARNOLD, MBA, CPF | Master, CSP is a high-stakes. Zoom works. As the Coronavirus (COVID-19) continues to spread, virtual meetings have become an essential part of how modern businesses maintain productivity and continuity. Has a book every changed how you think about your business? This article covers using Zoom for larger groups, workshops and conferences calls. Or just remember to smile more. Be there on time, maybe a couple of minutes early so you can be there to welcome people. However, it will likely take some coordinating and ground rules in order to make sure that your first HOA e … Zoom Etiquette – Attendee Think of a Zoom Meeting as a face-to-face meeting and conduct yourself as you would if you were all present in the same room. “In small meetings, if you go more than five minutes without giving others the chance to speak, ask questions, add input on chat or whatever, they are going to start tuning out.” Establish ground rules. Remember to look at the camera sometimes, not just the screen. This works well because, in a real-life meeting, someone can catch your eye, or start speaking just after another person has finished. The general rule for meeting hosts: Wait until everyone else has left the meeting before hanging up, so attendees can leave at their own pace and get any final words in before disconnecting. A colleague set up a phone meeting with me the other day – and it was so refreshing not to have to sit in front of my computer, laptop, or phone! It is more difficult for someone to start talking over someone else, or get into a shouting match, as Zoom doesn’t know which person to hand the mic over to. If you set the meeting time for 10 am, some people will still be downloading Zoom and getting set up at 10.05 am, and some people will already be in the meeting. Read here for ideas on how you can use Zoom to strengthen your business, particularly if you’re thinking of taking your business more online in the aftermath of the Coronavirus crisis. Show up and CHOOSE to be present (treat this as the most important conversation you can be in and silence or put away technology) Participate 100% Everyone participate, no one dominate These are my secrets of business success research around best practices in the same room hosts daily training to. Instructions for using Zoom meetings ground rules for zoom meetings well as weekly deep dive sessions way meet. 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