Facilitating Great Web Meetings

© 2016 NetSpeed Learning Solutions. All rights reserved. 1
Facilitating
Great Web Meetings
November 16, 2016

Webinar Objectives
• Design virtual meeting agendas
with participant engagement in
mind
• Harness the best thinking of
meeting attendees
• Minimize multitasking and
increase focus
• Take away a Virtual Meeting
Checklist

About Cynthia Clay
• 25+ years of experience
• Author of Great Webinars
• An expert in collaborative,
engaging virtual learning
• Chief architect of Virtual Leader™
• An advocate of great web
meetings

Productivity Poll
How productive was the last web meeting
you attended or led?
Very Productive
Somewhat Productive
Neutral
Somewhat Unproductive
Very Unproductive

25 million
The number of
meetings that
occur in the US
every day
National Statistics Council

What percentage of
meeting time is
wasted?
< 25%
35%
50%
65%
>75%

Unproductive Time?
• 31 unproductive hours spent in meetings
each month
• 15% of an organization’s collective time

“Asking if virtual meetings will replace live
meetings is like asking if singles’ chat rooms will
replace real dating.”
Spencer Jarrett
Business Week

More than 1/3 of new marriages began with an
online meetings and those who met online tend to
have higher marriage satisfaction.
Pew Research Center

How as technology changed the way you conduct
meetings in your organization?
Pew Research Center

Meeting Time
Which of these statements ring true for you?
– I’ve daydreamed during a web meeting
– I’ve slept through a web meeting
– I’ve felt overwhelmed by the number
of web meetings I am asked to attend
– I’ve multi-tasked during a web meeting
– I love attending web meetings

Measurable Meeting Goals
Which of these is an
example of a measurable
meeting goal?

Measurable Meeting Goals
• Discuss the marketing event
• Choose a venue for the
marketing event within our
budget of $10,000
• Brainstorm creative ideas for
the product launch
• Brainstorm 10 creative ideas for
the product launch on May 1

Your Web Meeting Tools
Chat
Polling
Annotation Tools
Emoticons/Status Icons
Video/Audio
Streaming Video
Breakout Rooms

Your Virtual Meeting Kit
What interaction tools do you use
most often in your virtual meetings?

What’s the Difference?
How is an
agenda for a web
meeting different
than an agenda
for a face-to-face
meeting?

21© 2016 NetSpeed Learning Solutions. All rights reserved.
Meeting Plan
http://netspeedlearning.com/contact/?p=vl&r=meetingplan

Drought in California
• Past three years have been the
driest on record.
• The state has a year’s worth of
water left.
• Groundwater levels are at an
all time low.
• Governor Brown imposed
mandatory water restrictions.

Visual Impact
How would you
improve this slide?

one year of water left

What will you gain if you get there early?
What will you avoid if you get there early?
Why?

Ground Rules
What ground rules
make sense for a web
meeting?

What are They Doing?
• Getting other work done: 65%
• Sending an e-mail: 63%
• Eating or making food: 55%
• Going to the restroom: 47%
• Texting: 44%
• Checking social media: 43%
Intercall Study referenced in
Harvard Business Review

Multitasking

Building Virtual Presence
• Reduced ambiguity
• Increased connection
• Reduced conflict
• Reduced multitasking

Turn on Your Web Cameras
• 4% multitask on
video calls
• 57% multitask on
phone calls
Fuze Infographic

Polls for Multi-Voting
What dessert should
we order for our
annual company
lunch?

Test Agreements
Are we all in agreement?
Full
Agreement
Partial
Agreement
Serious
Reservations

Testing Agreements
Should you move
forward?

Testing Agreements
What should you
do next?

Move Forward?
Should you move
forward?

• Brainstorming
• Problem solving
• Evaluating
alternatives
• Making a group
decision
• Listening to an
update
Clear Signals

Visual Records
• Record
commitments and
actions to be taken.
• Use a note pod or
whiteboard.

Tips for Managing Chat
• Use people’s names
• Pose interesting
questions
• Reinforce relevant
points
• Clear chat regularly

Marketing Ideas
Advertise weekly
Write ebooks
Use social media
Give aways

Celebrate Last Week
• Type in chat first.
• Then unmute phone
lines.
• Ask each person to
elaborate.

Kudos!
Marilou: Thank you for
cross-training Sherry
Sherry: Awesome job on
Fast Tracks Mobile!
Tim: I like the new design
of the app a lot. Good job.
Tim: Thanks for getting
that proposal done.
Cindy: Great feedback
from your client on the
design project. Thx.
Cindy: Thank you for
organizing the output.
Leo: Thx for alerting me
to the website issue.
Marianne: Thanks for co-
presenting the webinar
with me.

Now What?
What action will you take
now to improve your
virtual meetings?

Virtual Facilitator Training
• Deep dive, comprehensive course
• Focused on virtual design and delivery
• Public courses offered six times/year
• Next course begins in January
• Customized for private delivery in your web
conference platform

• Link to download our meetings eBook
• Receive a $345 discount
on the January Virtual
Facilitator Trainer
Certification program
http://netspeedlearning.com/virtual-learning/vftc-schedule/
• Download a Virtual Meetings
Checklist
• Check out the Infographic
Take our Survey

Facilitating Great Web Meetings

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