Online remote meetings Tutorial

Unlock the potential of online remote meetings and discover effective strategies for collaboration and teamwork! This insightful video explores the advantages of virtual meetings, essential tools, and how to animate sessions to maximize engagement. Learn why 2 out of 3 meetings will be virtual and master tips for effective facilitation to keep your team connected and productive!

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telecommuting,

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traveling subcontractors,

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how to properly organize remote meetings with employees,

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customers,

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suppliers who are not on your premises.

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We will see in this video what are the advantages of online meetings,

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what are the necessary tools,

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and how to animate these meetings in the era of new technology

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to make them as effective or even more effective than on-site meetings.

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What are the advantages of holding remote meetings?

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The first advantage of online meeting is to bring together

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geographically dispersed or confined people on a common subject.

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In this case,

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the virtual meeting will allow everyone to buy time.

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This will save you money,

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save you time,

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and lower the travel costs while maintaining a group dynamic.

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In the future,

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I predict that 2 out of 3 meetings will be totally or partially a virtual meeting.

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For 4 reasons.

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First,

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because globalization puts us in touch with colleagues

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and partners living in other regions or abroad.

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Second,

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because the mandatory confinement during the COVID crisis forced us

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to switch to teleworking.

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Now many employees and companies are ready to expand it.

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Then,

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because the employees,

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especially the younger generation,

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demand flexibility in scheduling and workplaces.

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In 2017,

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2 out of three employees aspired to it.

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Michelle is teleworking at the monthly meeting.

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Don't give up on her.

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Use it as an opportunity to step up and arrange an audio or visual conference.

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No,

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it's not complicated.

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If your meeting room is not equipped with a screen,

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this is not a reason to dispense with it.

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Computer screens will do the trick.

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Today all project members can participate in meetings remotely.

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There is no reason to reduce the number of staff to those on site.

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Finally,

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the last reason that tomorrow,

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2 out of 3 meetings will be totally or partially a virtual meeting.

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Because online collaborative tools are so efficient

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that the face to face meeting facilitator has a strong rival.

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Well,

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no,

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not a rival,

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more like a partner.

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This is an opportunity to talk about collaborative remote meeting tools.

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To schedule a meeting,

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a few clicks on Doodle will allow you to find the best date,

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the date when the maximum number of participants are available,

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and then send the invitation.

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There are many innovative tools to make a remote meeting more efficient.

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Choose a tool adapted to your specific needs,

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number of participants,

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text,

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audio,

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and or video messaging options,

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possibility to share and comment on documents simultaneously,

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online survey system and remote voting function,

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virtual whiteboard functionality,

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collaborative space,

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dashboard,

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and statistics.

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Each remote meeting tool offers distinct features and options

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to check that the platform is adapted to your needs and specifications,

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test it for free beforehand.

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The vast majority of remote meeting tools offer security systems

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to ensure data confidentiality and the absence of information leaks.

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Some virtual communication tools offer strong encryption.

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The notoriety of a web conferencing solution is

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also a wise choice criterion for this.

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Here are some editors already widely tested and approved

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WebEx by CISco.

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Video conferencing function with simultaneous screen sharing and annotations

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with shared facilitator role,

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conference recording,

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and whiteboard.

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Go to meeting on a computer,

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tablet or phone.

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The video conferencing software offers an intuitive and functional interface.

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Google Hangouts

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for the moment less professional than the two previous solutions,

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Google's remote meeting tool is distinguished by its

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ultra simplicity of use and its fun aspect.

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Skype for Business,

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free online meetings with up to 10

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participants with screen sharing and instant messaging.

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Tamahare.

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This virtual meeting room focuses on its encryption

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and data backup technologies,

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ensuring you can work and collaborate securely.

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Conference viewing is not possible.

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You can always use audio conferencing,

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conference calling,

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which has the advantage of avoiding sound and image lag,

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background noise,

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and other disconnections.

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Beyond the top 5 professional video conferencing applications

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whose ranking changes regularly,

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a multitude of applications are continually being developed

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and are available free of charge to a limited number of meeting participants.

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Zoom,

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which has largely stood out during the lockdown period,

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TeamViewer and Blizz,

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Mindmeister for co-creating online mind mapping,

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etc.

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Beyond

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screen sharing and the ability to co-construct on shared documents,

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applications such as laxo,

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B cast,

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Y Assembly,

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Tamplo,

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for example,

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will be able to,

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whether your meeting is face to face or virtual,

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help you to take stock of the participants past week concerning their projects,

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successes,

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difficulties encountered.

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Brainstorm to solve a problem and to conduct a poll or vote on a new product.

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Each sequence is timed.

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The facilitator manages the central screen.

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Everyone participates via phones,

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tablets,

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computers.

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Everyone expresses themselves,

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votes,

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reacts,

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brainstorms in real time,

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sometimes in the same room.

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The record of productions and decisions is automatically generated

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by the platform at the end of the meeting.

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The advantages of these online collaborative tools are

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such that I now see young people of Generation

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Y and Z

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who find it easier to move forward on a project

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with their colleagues from class or even office neighbors

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with their eyes glued to their screen rather than crossing their eyes.

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It's time for the facilitator to familiarize

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themselves with all these collaborative tools which

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will maximize the efficiency of all involved both face to face and virtual.

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How to effectively facilitate online meetings.

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The virtual meeting does not exclude the need for a facilitator.

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From 3 people,

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the facilitator will bring an added value.

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Here are two tips for the virtual facilitator

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CF conviviality and frame.

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See for conviviality,

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because it is necessary to compensate for the lack of presence and human warmth.

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Be the first to arrive at the virtual meeting so as to

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welcome everyone with a smile and why not a cup of coffee.

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Attention,

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tone of voice,

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and eye contact are essential in virtual meetings

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to recover the conviviality that is missing.

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Be very careful that everyone is named and welcomed to get

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them on board the virtual boat and create a together.

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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 your notes.

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Even though Alex has chosen not to plug in his camera

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because he doesn't want to reveal his private work environment

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while he is teleworking,

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that's OK.

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If only 1 or 2 participants are on camera

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while everyone else is present,

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don't forget them,

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name them,

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look at the camera,

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question them.

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Ask them regularly.

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All right,

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Kim?

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Can you follow us?

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Are you still with us,

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Etien?

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A question,

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Patricia?

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It's harder

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for those absent to cut in to give their point of view,

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or to ask a question.

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You quickly position yourself as a spectator when

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you're alone behind the screen on your side.

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Help those teleworkers to be actors in the meeting,

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even if they don't share the same scene.

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As a facilitator,

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you will therefore regularly have to stimulate those who

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are absent by asking questions and looking at them

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so that they share the stage with the rest of the project team.

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Another tip

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name the people you're talking to,

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not so you think we should invest,

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but so Peter,

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you think we should invest

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that way everyone knows who we're talking about and feels they exist.

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F for frame.

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Remote meetings need to be even more framed than face to face meetings.

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A lack of frame causes participants to disconnect very quickly as

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they leave in their thoughts or zap to their smartphone.

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A small slip is unforgiving.

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The switch off is done in a few seconds.

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Be also very focused on the time of the beginning of the meeting.

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Bad habits are quickly acquired and will make those who are on time lose time.

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Decide with your project team how to manage tardiness.

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Do we explain to them again the points discussed?

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Do we send them the report which has started to be written online?

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Do we instruct a participant to report back to them afterwards?

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Also,

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ensure the appropriate time frame during the meeting.

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Introduce the sequences of the meeting and the

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timing of the meeting from the beginning.

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15 minutes round table discussion on the progress of the project.

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20 minutes to strategize on the difficulties that

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will have been raised in the round table.

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15 minutes of brainstorming on such and such an issue.

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10 minutes of validation and planning of each person's road map.

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Stick to the sequences and timing as much as possible.

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Keep coming back to the objectives to avoid digressions.

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I remind you that the purpose of the sequence is to.

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On the meeting chat,

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participants can note down questions or topics

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that are not directly related to the agenda.

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They will be discussed

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either in a future meeting

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or in a 1 to 1 session with the manager or the person concerned by the question.

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Ask the right questions,

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clear questions that are waiting for a clear answer that move the meeting forward.

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What do you think or what do we do are questions that are far too vague.

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The virtual needs to be very explicit,

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very pedagogical.

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You have to repeat the main messages often.

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It may seem a bit academic to you,

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but I promise you that it will bring a lot of clarity and fluidity.

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Distribute and allocate speaking time.

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Interrupt those who monopolize the floor and question the most discreet ones.

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Speak and express yourself in short sentences.

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If the person is speaking for too long,

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ask,

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Michel,

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can you sum up in one sentence what you just said to us?

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Be the one who regularly reformulates and

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summarizes before giving the floor to another.

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Carol suggests redoing the budget,

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and you,

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Damien,

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what do you propose?

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Handle the virtual round table as often as possible so

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that everyone participates and the group's intelligence bears fruit.

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At the start,

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do a round table where everyone introduces themselves if necessary or a

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round table where everyone shares their progress on the current project,

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their successes and difficulties.

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When you ask clear questions,

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don't ask everyone while waiting for a brave or talkative person to answer them.

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Do a virtual round table.

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What's your opinion on this question of the deadline,

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Alan,

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and you,

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Maribeth?

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Validate decisions regularly through a virtual round table discussion.

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We have therefore decided to invest in such and such a tool.

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OK for you,

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Patrick,

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OK for you,

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Jane?

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A regular virtual round table is therefore essential in remote meetings.

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The round table will compensate for the loss of information you have

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by not being in the same room.

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Indeed,

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you need to compensate for the information you

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cannot perceive via audio or video conference.

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All the micro movements or changes of expression

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or alteration of voice that we usually pick up

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when we are in the presence of our interlocutor.

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In order to concentrate on the facilitation,

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think about delegating to other participants

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certain tasks such as time management,

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writing in real time the points discussed,

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taking care of the technical aspects of the video,

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mastering the collaborative tools used,

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etc.

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In fact,

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a well conducted online meeting is just as much or even more efficient

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than a face to face meeting,

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especially if you use and master the right collaborative tools.

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The virtual meeting will never replace the face to face meeting.

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Seeing each other in the flesh brings an extra dimension

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of human warmth and motivation that should not be overlooked,

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but it is a time saver for everyone

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except for the facilitator.

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Facilitating a remote meeting requires a high preparation and expertise.

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All the shortcomings of a normal meeting will be amplified in the virtual world.

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Lack of framework,

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lack of participation,

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the disconnect between people.

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The facilitation of the online meeting therefore requires

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an in-depth knowledge of online collaborative tools.

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Yes,

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dive into them to get the best of them.

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An overinvestment in preparation and advance of the meeting

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and an overinvestment in mindfulness during the meeting.

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In short,

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be super connected,

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be super prepared,

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be super present,

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be super clear and create links between participants

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and don't forget the report and follow up.

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