Published on February 20, 2014
When to use them Circling a project Process alignment Integrating teams Information cascade
Setting one up • Include – – – set expectation to attend Electronic invite Tech used/set up expected • TC service • WEBEX etc. (use client standard platform when possible) – – – Information in advance Prompt start time Agenda • • • – Ground rules • • • • short and focused Objectives set Question time allocated One person talking Mute button On hold usage
Information in advance Always
Chairman • Need to know – All attendees – The technology inside and out • • • • How to poll How to mute every and toggle mute off How to transfer control to another participant how to say no
Set the Ground rules • Log on 15 minutes before the start of the meeting, since some online products require downloads and installation. • Be aware of background noise. • State your name when you speak. • If you catch yourself multitasking, be responsible for your full participation. • Turn off cell phones and PDAs. • Stay out of your e-mail • Who is taking notes
Be realistic In an hour!?
Get on early
Tech is not on your side
Carry a back up Webex file, pdf in agenda, pdf by email.
Keep them engaged • • Baseline - everyone's distracted Specific questions to specific attendees – – – – Region Country Team Individual • • Use polling features End every agenda point with a specific opportunity to ask questions • Buy in = sense of being heard + sense of being understood
No access to non vocal cues
More complex In-room audience + Remote attendees = Potential chaos Assign a Remote attendee Moderator to help communicate discussions. the in-room Especially if discussion is low volume. Direct discussion loudly to the microphone and encourage other to do likewise. Be their eyes
Projection and vocal variety, volumes, enunciation, pause
Monitor your progress
Time Zone "Large differences in time zones are much more of an obstacle to collaborative development than not being in the same room,” Kevin Mackie, director of software development at Oracle
Dealing with outliers • Difficult people – – – Dominate Distract denigrate • Use the agenda as your weapon • Use the attendees as a steering group • Package the issue up • Deal with it – – At the end of the call Separate session
Know when to quit
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