How to Rock Online Meetings 1.0: The Good Host

Online meetings can be a powerful tool to get work done, they can be a waste of time or, in the worst case, they can cause stress. It's up to you. To ensure that your meetings are not the latter, consider the following aspects when planning your next meeting.

Create the right atmosphere for your videoconference

Do you want to share information? Do you want to develop a new product or process? Do you want to discuss a topic? There are different video conferencing tools for each scenario. Choosing the right format can make the difference between being productive or struggling through a session and leaving question marks with those involved.

The work session

If you are holding a short meeting among colleagues or your main purpose is a debate, choose a format where you can see the faces of the participants. Programmes like MS Teams and Zoom are a good choice here. At borisgloger consulting we use MS Teams to discuss and edit our presentations or publications internally. A short online meeting with the possibility to edit the respective document during the meeting can be more target-orientated than writing back and forth via email or chat. During the meeting, you also have the opportunity to build empathy and socialise beyond work-related issues, although of course it will never replace a coffee break together.

Presentation or Training

In contrast, the focus on faces and face-to-face contact can be exactly the wrong thing to do in meetings that serve to transfer information from trainer to participant, for example, or from consultant to client. Some facilitators or spokespersons will demand that everyone turns on the computer camera for every online meeting in a misguided attempt to imitate a face-to-face meeting. In addition, it stresses us out to see our own face, especially women.

Meetings can be intense, especially if they are held online (read my post "ZOOM Fatigue?"). Imagine you were invited to a meeting and the host would sit knee to knee with you and stare at you for an hour. But at least she would be looking at our faces and not at a monitor or at herself. She would let her gaze wander around the room in between or look at other guests and not have everyone lined up directly in front of her. The host of an online meeting has to create this disruption, or rather: he has to avoid recreating a normal meeting.

My Tips

For instance, I place my laptop camera on a stack of books at eye level so that I am not looking down on the participants, and I stand a little further away with a flipchart. The "I'm staring at you" effect tends to decrease with distance from the monitor. An external keyboard creates distance as well. Make sure that your forehead is not cut off from the top of the screen.

Another option to convey information to large groups in a meeting is to choose a programme with only the presenters in front of the camera and with the Power Point slide taking up a large part of the screen. This way, participants focus on the information and can use the chat to ask questions or comment on the information given. Be careful not to overload the slides, as the participants see your presentation in minimized view. Also remember to fade in complex issues gradually. If your conference programme allows it, it is best to change the presentation format from 16:9 to 4:3, so participants can better have an additional programme open on their screen to take notes.

Moderating like Oprah Winfrey

So how do you become a super presenter? There are several tricks that can help you. As always, good preparation and professional competence are the best prerequisites. The following tips will also help you to ensure a confident moderation and stress-free participation in your meeting.

Technical support and chat moderation

When we talk about discussion events and formats with participants actively asking questions, it is advisable to assign a person to the chat to filter the information and advise the moderator of chat activities. As a bonus, the person assigned to the chat serves as a bodyguard for the facilitator, keeping the meeting on track, resolving technical issues via chat without interruption and limiting off-topic questions.

Interaction

Another option is to use interactive tools such as web-based whiteboards, e. g. miro. When participants are actively involved in the session, they are more focused. However, this also means that you should do a technology check with the participants right at the beginning and give a short introduction to the tool to reduce interruptions. But make sure to serve the information one piece at a time. Otherwise, participants will get distracted and lost in areas of your virtual whiteboard that you are not talking about. Furthermore, you can keep the participants' concentration high by creating media breaks, i. e. switching from the whiteboard to an explanatory video or drawing on a flipchart.

Breaks

If your meeting is longer, set up breaks, say every 45 minutes, and make sure people don't linger in front of the screen during the breaks, especially if they are all-day workshops. Hence, camera and sound off for analogue breaks in motion. Various programmes give you the option of setting timers so that participants don't miss the restart. It is also helpful to enter the end of the break in the meeting chat. If it is a workshop, make sure to set clear time slots for the work phases (e. g. in an agenda) and specify what the results should look like.

In the next post, "How to rock online meetings 2.0", I will give you further tips on the planning and preparing of online meetings.

Image: Marc Mintel on Unsplash

Change
Digitale Transformation
Steffen Bernd
May 3, 2021

Table of content

Diesen Beitrag teilen

Das könnte auch interessant sein:

Agile Coach
Agile Management
Agile Organization
Agile Prinzipien
Agile Toolbox

FRAGE: Warum macht ihr eigentlich kein SAFe?

Agile Management
Agile Organization
Agile Prinzipien
Agile Toolbox
Transformation

FRAGE: Was kostet eine agile Transformation?

Agile Management
Agile Organization
Agile Toolbox
Leadership
Agiles Lernen

FRAGE: Welche Rolle spielt Training?

Agile Coach
Agile Management
Agile Organization
Agile Prinzipien
Agile Toolbox

FRAGE: Wer sind die Top 10 agilen Unternehmensberatungen?

Agile Management
Agile Organization
Agile Tools
Agiles Management
Leadership

FRAGE: Wie viel bringt die Investition? Was ist der Business Case dahinter?

Agile Management
Agile Organization
Agile Prinzipien
Agile Toolbox
Führung

FRAGE: Welche sind häufige Herausforderungen, die ihr beim Kunden löst?

Agile Management
Agile Organization

FRAGE: Warum sollten wir mit borisgloger arbeiten?

Agile Management
Agile Organization
Agiles Management
Transformation

FRAGE: Wie viel kostet eine Beratung und ist es wirklich rentabel bei borisgloger?

Agile Prinzipien
Agile Toolbox
Projektmanagement

The Lie Behind the Parable of the Golf Balls and the Jar

Video
Change
Digitale Transformation
Hardware
Agile Organization

Agile in Industrial Automation: The Digital Transformation of Yokogawa

Versicherung
Neues Arbeiten
Führung
Agile Prinzipien
Kundenfokus

Kundenzentrierte Versicherung: Kann ein agiles Projekt die Organisation retten?

Versicherung
Change
Digitale Transformation
Agile Prinzipien
Kundenfokus

Agilität in den Vertrieb bringen – für Versicherer sinnvoll

Versicherung
Agile Prinzipien
Kundenfokus
Agile Toolbox
Produktentwicklung

BizDevOps in der Versicherungsbranche – Wie multidisziplinäre Teams wirklich besetzt sein sollten

Versicherung
Agile Prinzipien
Kundenfokus
Neues Arbeiten
Meetings

Undercover Agile für Versicherer: 5 agile Praktiken für Ihr klassisches IT-Projekt

Versicherung
Change
Digitale Transformation
Agile Prinzipien
Kundenfokus

IT-Projekte in der Versicherungsbranche – Das Rennen um die Time-to-Market

Team
Neues Arbeiten
Agile Prinzipien
Selbstorganisation
Social Skills

Umgang mit Fehlern & Diversität – Erfolgreiche agile Teams #2

Team
Neues Arbeiten
Agile Toolbox
Produktentwicklung

Das Geheimrezept von High-Performance-Teams

Team
Arbeiten bei borisgloger consulting
Agile Prinzipien
Freiwilligkeit
Selbstorganisation

Konsent und offene Wahl: 2 Prinzipien aus der Soziokratie, die jedes agile Team gebrauchen kann

Team
Neues Arbeiten
Meetings
Social Skills

Der agile Adventkalender

Team
Agile Toolbox
Scrum
ScrumMaster-Praxistipps
Agile Prinzipien

Selbstorganisation der Teams fördern: Ask the team!

Team
Agile Toolbox
Design Thinking

Who Recognizes the Truly Good Ideas?

Team
Agile Organization
Transformation

Pizza Is Not Dead, and Neither Is Agility

Scrum4Schools
Neues Arbeiten
Führung
Life
Social Skills

Trauen wir unseren Kindern mehr zu – auch in der Schule!

Scrum4Schools
Change
Agiles Lernen
Neues Arbeiten
Remote Arbeiten

Eine Scrum4Schools-Projekt-Rückschau mit Physiklehrer Ivan Topic

Scrum4Schools
Mehr Formate
Interview
Nachhaltigkeit

Mit Scrum4Schools dem Weltraum auf der Spur

Scrum4Schools
Change
Agiles Lernen

Scrum4Schools - ein Projekt nimmt Fahrt auf

Scrum4Schools
Agile Schulentwicklung
Agile Toolbox

Technik im Alltag - Scrum4Schools zu Gast in Langenzersdorf

Projektmanagement
Agile Toolbox
Scrum
Scrum-Begriffe
ScrumMaster-Praxistipps

Sprechen Sie Agile? Den klassischen Projektplan in die agile Welt überführen

Projektmanagement
Agiles Management
Agile Toolbox
Scrum
Enterprise Scrum

Das Management in Scrum

Projektmanagement
Change
Digitale Transformation

Agilität in der Logistik oder: Liefern wie Amazon

Projektmanagement
Agile Toolbox
Scrum

Meilensteine und Scrum

Portfoliomanagement
Project management

Too many projects? Portfolio management simplified

Neues Arbeiten
Mehr Formate
Agile Toolbox
Scrum
Scrum Values

Wie agiles Arbeiten die Kommunikation aus der Selbstverständlichkeit holt

Neues Arbeiten
Change
Agiles Lernen
Mehr Formate
Audio

New Learning heute für das New Work von morgen – mit Angelika Weis

Neues Arbeiten
Change
Soziale Innovation

New Work Experience 2019 – ein Erfahrungsbericht

Neues Arbeiten
Audit
Change

Agil im Audit: das Starter-Kit

Neues Arbeiten
Agile Toolbox
Scrum
Scrum4Schools
Agile Prinzipien

Scrum4Schools: Lernen für die Zukunft

Neues Arbeiten
Agile Toolbox
Scrum
Scrum Meetings
Retrospektive

Arbeiten wir uns gesund!

Neues Arbeiten
Agile Toolbox
Scrum
ScrumMaster-Praxistipps

Who should be in (agile) HR?

Neues Arbeiten
Agile Toolbox
Scrum
Scrum Values

Glauben Sie an die Seele Ihrer Firma?

Neues Arbeiten
Agile Toolbox
Scrum
Product Owner
ScrumMaster-Praxistipps

Produktivität auf Irrwegen: "Führen wir schnell mal Scrum ein!"

Neues Arbeiten
Agile Prinzipien
Selbstorganisation
Social Skills
Team

Freiwilliges Teilen von Wissen – Erfolgreiche agile Teams #5

Neues Arbeiten
Agile Prinzipien
Selbstorganisation
Social Skills
Team

Doing vs. Being Agile – Erfolgreiche agile Teams #1

Neues Arbeiten
Agile Prinzipien
Selbstorganisation
Social Skills
Team

Freude bei der Arbeit & Sustainable Pace – Erfolgreiche agile Teams #3

Neues Arbeiten
Agile Prinzipien
Selbstorganisation
Social Skills
Team

Anpassungsfähigkeit & schonungslose Offenheit – Erfolgreiche agile Teams #4