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traveling subcontractors,
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how to properly organize remote meetings with employees,
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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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the virtual meeting will allow everyone to buy time.
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This will save you money,
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and lower the travel costs while maintaining a group dynamic.
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I predict that 2 out of 3 meetings will be totally or partially a virtual meeting.
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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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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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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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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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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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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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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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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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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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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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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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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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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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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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screen sharing and the ability to co-construct on shared documents,
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applications such as laxo,
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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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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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Everyone expresses themselves,
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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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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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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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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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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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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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look at the camera,
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Ask them regularly.
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Can you follow us?
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Are you still with us,
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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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name the people you're talking to,
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not so you think we should invest,
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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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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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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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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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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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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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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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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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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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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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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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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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