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Here are 5 best practices to help you do just that.
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Everyone is responsible for the quality of meeting exchanges.
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whether fully or partly remote,
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are a challenge.
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Those in the office will have to meet
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together while others will follow along remotely.
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Studies have shown participation in meetings to be less active while remote.
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I recommend alternating meeting facilitation between
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employees and the sharing of roles.
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One person moves the agenda forward,
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another takes the minutes,
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the timekeeper monitors the timing of segments,
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and the host makes sure everyone expresses themselves.
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I made a video on the subject of sharing roles and meetings.
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Give yourself the luxury of a good online collaborative tool.
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Most applications offer screen sharing and the
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possibility to co-collaborate on shared documents,
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or even to organize subgroups.
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Applications like Clakoon,
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Templo can be of help to go even further in co-construction.
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Each segment is timed,
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everyone participates easily through phones,
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Everyone expresses themselves,
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and brainstorms on the same level in real time
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whether they're in the office or there remotely.
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Minutes of outputs and decisions are automatically generated by
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the platform at the end of the meeting.
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It's 100% inclusive.
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focus on CF conviviality and frame.
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From a distance,
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any failure on these two points will be fatal.
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Remote meetings must be even more structured than face to face meetings.
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A lack of frame causes participants to disconnect very quickly.
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Stick to timings and segments as much as possible.
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Keep referring back to the objectives you agreed upon.
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we're digressing.
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I remind you that the objective of our meeting was to
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see for conviviality,
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because you have to compensate for the lack of human presence and warmth.
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If it is your turn to host the meeting,
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be the first to arrive on the virtual meeting
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so that you can welcome everyone with a smile.
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Be mindful to call everyone by name and make them feel welcome.
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Alex has just joined us.
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Look at the webcam regularly and don't talk with your eyes on the notes.
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If only 1 or 2 participants are on the video while all others are physically present,
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don't forget them call them by name,
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look at the camera,
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ask them questions.
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Ask them regularly,
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Are you following us?
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Are you still with us,
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It's harder for these remote people to cut in,
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to share their point of view,
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or to ask a question.
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Help them be actors in the meeting,
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even if they don't share the same stage.
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Call out the names of people you are talking to,
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so you think we should invest,
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so you think we should invest.
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This way everyone knows who you are talking to and feels like they exist.
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Use the virtual round table as often as
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possible to ensure the collective intelligence bears fruit.
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Begin with the round table in which everyone introduces themselves or a
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round table where everyone shares their progress on a current project,
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their successes and challenges.
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When you ask questions,
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don't just ask them in the open,
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waiting for a brave or vocal person to answer them.
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Do a virtual round table.
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What is your opinion on the deadline,
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Regularly validate decisions with a virtual roundtable.
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So we've decided to invest in this tool,
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A regular virtual round table discussion
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is therefore essential in remote meetings.
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The roundtable will compensate for the loss of information that you suffer
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by not all being in the same room.
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All these micro movements or changes in expression or voice alterations that
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we usually pick up when we're in the presence of our counterpart
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that we cannot perceive through the audio or video conferencing.
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Practice 5 set up virtual rituals.
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Essential in a pandemic,
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these rituals are beneficial if your team continues to telecommute.
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With 2 to 3 days of telecommuting per person on fixed days,
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chances are you will never see certain colleagues again.
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How can you share an exchange with them on an
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informal basis like you do at coffee or lunch breaks?
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employees meet at a virtual coffee machine with
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a goal of discussing topics outside of work.
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They also share their favorite music on Slack.
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Note that these rituals will bear fruit if they
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are framed properly to allow friendly exchange between all.
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A team member can take the lead every 2 weeks,
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ensuring that everyone has a chance to speak
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and steering the discussion towards certain topics.
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talk about your favorite movie,
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your dreams and projects,
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your favorite sport,
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a highlight of the week,
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or your childhood hero.
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