Inclusive virtual meetings Tutorial

Transform your virtual meetings into inclusive spaces that enhance collaboration and teamwork! Discover five key practices that ensure everyone's voice is heard, from sharing roles to structured roundtables. Learn how tools like Clakoon and rituals like virtual coffee breaks can create a warm environment, making participation seamless for all, whether remote or in-office. Join us to revolutionize your meetings!

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Here are 5 best practices to help you do just that.

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Practice one.

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Everyone is responsible for the quality of meeting exchanges.

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Team meetings,

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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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Practice 2.

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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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to vote,

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or even to organize subgroups.

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Applications like Clakoon,

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BCA,

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Withsembly,

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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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tablets,

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and computers.

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Everyone expresses themselves,

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votes,

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reacts,

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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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Practice 3,

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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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F for frame.

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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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Oh team,

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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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Hello,

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Alex.

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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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how are you,

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Kim?

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Are you following us?

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Are you still with us,

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Anthony?

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Any questions,

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Patricia?

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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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not,

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oh,

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so you think we should invest,

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but Peter,

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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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Practice 4.

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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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Alan,

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and you,

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Lauren?

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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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OK with you,

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Patrick,

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OK with you,

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Claire.

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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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At Zapier,

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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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For example,

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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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