Be the "Connector-in-Chief" for Virtual Meetings That Shine
By Alison Hart and Dan Goldes originally published in the Fall 2021 issue of “The Executive”
Over the last year, the COVID-19 pandemic has eliminated in-person planning sessions, business meetings and retreats, accelerating the adoption of virtual meeting technology. Now that organizations have discovered significant efficiencies and value in remote meetings, this change is likely here to stay even after the pandemic fades away.
In some cases, associations are discovering the benefits of running strategic planning, board retreats or other meetings virtually. We believe that well-run virtual meetings can be as effective as traditional, face-to-face gatherings. As one board member at our recent online strategic planning session said, "As much as I like having meetings in person, I really enjoyed the online version. The quick access to polls and chats added color to the conversation without disrupting the flow."
Those of us who design and facilitate meetings are achieving excellent outcomes using new techniques. Online meeting platforms provide feedback and collaboration options that support different learning and communication styles, allowing each participant to share in the ways they feel most comfortable. After a recent online session, an association CEO said, "The variety of feedback methods allowed for anonymity and played to the individual communication strengths of the entire group."
As with anything new, there’s a learning curve, particularly around driving participation and consensus needed to move associations forward. After a year of facilitating virtual meetings, we have some reflections based on many successes as well as some trial and error. While meeting online and meeting in person are two very different experiences, both can be successful with the right strategy, planning and approach.
START WITH STRATEGY
BE THOUGHTFUL ABOUT YOUR OUTCOMES
Like many things in life and work, successful virtual meetings start with a solid intention. The act of sitting down to create a plan that aligns with your strategic direction and desired results is the first step toward building a successful online meeting. Start by identifying the outcome. From there, you can think through the elements required to make it happen, including who should participate, which activities and interactions to plan, and the length of the meeting.
Along with clear outcomes, we suggest clearly defined roles for those running the meeting. Who will be the keeper of the process, stimulating the conversation and minding the time? Having someone dedicated to playing the facilitator role is key. Keep in mind that it’s difficult, if not impossible, to be a participant and a facilitator at the same time. If it all sounds a bit overwhelming, working with an experienced meeting facilitator who specializes in the virtual format can make all the difference.
CONSIDER THE HUMAN ELEMENT
TAKE TIME FOR CONNECTIVITY
In the past, when meeting in person, we took connecting with others for granted. It happened on its own as participants were getting coffee or sitting down next to someone and introducing themselves. While we don’t have those same opportunities in the virtual world, connection is still critical for building rapport and strengthening teamwork. The successful meeting facilitator or organizer takes on the additional role of Connector-in-Chief. When you set aside time for relationship building, you’ll see increased participation and productivity throughout the rest of your gathering.
How do you do this? It can be as simple as asking a question and giving everyone a chance to respond or as structured as setting up small group breakouts. For longer meetings, consider interspersing activities for connectivity throughout the gathering to provide a chance to interface with others, keep people engaged and provide a "brain break."
Another technique you can use is opening your virtual room ten to fifteen minutes before the official meeting begins for casual "coffee time," encouraging participants to log on early if their schedule allows. Engage the group in conversation – the type you’d have naturally at an in-person meeting.
PROVIDE AMPLE BREAKS
We believe that the mind can only absorb what the seat can endure. Thus, in addition to connection activities, actual time away from the screen to get refreshments, use the restroom or do some stretching is critical. The longer the meeting, the more breaks you should plan. We like to schedule a fiveminute BFLAB (Body Fluid Level Adjustment Break) every hour and longer breaks for meetings over two hours.
CONSIDER INTROVERTS AND EXTROVERTS
Some people can think and talk at the same time, while others need to think first and then talk. Contributions from both types of people are equally valuable and important. As you invite questions or comments in a virtual meeting, allow people to share their thoughts in various ways, using facilitation techniques and Zoom tools. This acknowledgment of communication styles ensures that everyone has the opportunity to engage in a way that brings out their best.
"OUR KEY TAKEAWAY FROM THE PAST YEAR IS THAT AMIDST ALL THE CHALLENGES, THERE WERE AMPLE OPPORTUNITIES FOR ASSOCIATION LEADERS TO SHINE."
Likewise, given their smaller number of participants, breakout rooms can help introverts feel more comfortable speaking aloud. Breakout rooms also encourage connection and teamwork that is not as readily available in the main Zoom room.
BE INTENTIONAL ABOUT THE MEETING ATMOSPHERE
SET THE TONE
The questions you ask at the outset of your meeting can set the tone for an entire session. Be intentional about how you start the meeting. There are a variety of techniques depending on the desired outcome. Questions can be fun, people-oriented or session-related.
For session-related questions, ask people what conversation they are most looking forward to having with others during the meeting or one outcome they hope to achieve. Questions like these can help you focus on the right topics, guide connections and conversations, and highlight perspectives you may not have considered. We’ve found that understanding and addressing participant needs can lead to extraordinary engagement and results.
For groups that meet regularly, we suggest starting with a light-hearted question to help participants to get to know each other and add depth to group engagement. Some questions we commonly use are:
If you were a superhero, what would your superpower be? Why?
If you could have dinner with anyone, living or dead, who would it be? Why?
What’s one thing on your bucket list?
Why?
What is your favorite childhood food?
Why?
For groups that meet weekly:
What’s the best thing that happened to you this week, personally or professionally?
THE BENEFITS OF STRATEGIC VIRTUAL FACILITATION
We’ve all attended meetings that just didn’t go well. No one appreciates having their time wasted, coming into a conversation where the desired outcomes are not achieved or feeling that the organizer wasn’t focused. Poor planning and facilitation can lead to bad morale, resentment and lack of progress toward your ultimate goal.
Meetings can’t just be transferred from the in-person format and plugged into an online setting. Successful virtual meetings take consideration, clear roles, strong leadership and facilitation.
WHAT’S NEXT FOR MEETINGS – VIRTUAL, INPERSON, HYBRID …
As the world reopens, what does the future of Board retreats, strategic planning sessions and the other meetings look like? Will all the gatherings that have gone virtual return to their former in-person formats?
Based on our observations, local board gatherings show the earliest signs of returning to the live setting. Members of these groups usually live in the same community. They’re accustomed to seeing each other monthly and have powerful ties to each other as well as their association.
State, regional and national associations appear to be maintaining the virtual format for the near future. Their past practice may have been to hold several teleconference board meetings each year, supplemented by one in-person meeting to cover strategic planning. Many groups have appreciated the efficiency and savings that virtual meetings offer and will continue to meet online indefinitely. Those who are enthusiastic about returning to in-person sessions appear to be considering the end of 2021 or the beginning of 2022 the time frame to return to business as usual.
Even when groups do return to in-person gatherings, some association boards have decided to schedule a virtual "meet-and-greet" a few days before their retreat. This helps integrate new Board members and jumpstarts the connections that are so vital to their important work.
There are also many opportunities for hybrid models in which smaller core or regional groups gather in person, bringing in additional stakeholders virtually.
NEW CHALLENGES BRING NEW OPPORTUNITIES
Our key takeaway from the past year is that amidst all the challenges, there were ample opportunities for association leaders to shine. Those who successfully conducted virtual meetings earned deep appreciation from their teams and delivered clarity, strong follow-through and momentum toward their visions.
For those who are less certain about virtual meeting strategy, you’re not alone. In-person meeting skills have been honed over the course of long and productive careers while online meetings have been common for a far shorter time. By putting our lessons into practice, you’ll be well on your way to serving your association as "Connector-in-Chief."