How to Keep Virtual Meetings Engaging
Leadership online is the new skill we are all trying to adopt and figure out quickly as we begin to accept that virtual leadership is going to be here in some capacity for the long haul. I have been thinking about what is different for me now as I lead my new and growing team virtually, facilitate learning experiences virtually and coach . . . you guessed it, virtually.
I have been on a mission to end the era of command and control leadership for many years, and I am grateful for the pandemic for shining the light on the ineffectiveness of this style of leadership! And, while you may think I am pointing to certain high-profile leadership styles, I am also directing this observation to all of us. Gone are the days of having all the answers, sending out directives and linear projects coming together seamlessly. We are in the thick of it with messy conversations, creative solutions and people with various mental health needs throughout the day (or hour).
I have been reflecting on what we are practicing here at Inspired Results Group to adapt to virtual leadership in all of its forms.
Online Gatherings: meetings, training or one-on-one appointments
1. Start with a check-in question
Ask a single question and go around the group listening to everyone’s answer. This creates space for connection and belonging within that group of people and also lets you know more about each person. Some of my favourites:
a. What was a highlight from your weekend?
b. What are you most excited about this week?
c. How are you feeling today?
d. What is one thing you want to celebrate about your week?
e. Name one area where you are resisting asking for help.
2. Facilitate conversation rather than directing the conversation
This is a skill; to create the space for discussion, idea generation or decision-making. Providing some context and then opening the space for dialogue can feel risky for leaders at the best of times. In the virtual space where it can be harder to engage people in dialogue and I know that many leaders are filling in the space with their own ideas because they just don’t feel like people are engaging. What I have learned is we have to work even harder at creating the space and the methods for people to engage. Here are some ideas for facilitating conversations during virtual meetings:
a. Send out the agenda with key questions to help people prepare for the dialogue rather than having to think on the spot.
b. Use the breakout room functions (Zoom has excellent functionality for this) and move people into smaller groups of three or four to brainstorm together and bring ideas back to the larger group. In my experience, brainstorming just won’t happen otherwise when everyone is in a large group.
c. Use engagement tools like Mentimeter.com to get creative with ways to engage people in sharing thoughts, voting on ideas or answering questions.
d. Use a mix of visual aids to support the conversation and information sharing. Visually appealing PowerPoint decks will keep people engaged a few minutes longer than just listening to you ramble on. It also helps people focus their attention on both written and verbal information sharing.
e. Dial up your acknowledgement and appreciation of people’s contributions both during and after the meeting. In times of change and uncertainty we crave reassurance that we are contributing and making a difference.
f. End your session with a quick round of gratitude—for anything!
3. Prepare, prepare, prepare.
Entering these virtual spaces with the goal of creating engagement and connection requires far more preparation than showing up in a meeting room with a rough agenda and winging it from there. I am spending three times more energy and time preparing for every online interaction I have, which created a lot of overwhelm for me initially. I have finally accepted this new reality of finely tuned preparation and built-in, scheduled preparation time in my calendar. Spending evenings preparing and the day time delivering was not a sustainable way of leading for me, and it won’t be for you. Create the space for preparation and aim for more productive and engaging sessions, rather than a day full of Zoom meetings that aren’t being effective.
I hope these three reminders help you to navigate your virtual leadership with more engagement from your team, and less frustration and fatigue from you! Let us know how you managed to pivot and share your wins with us in the comments.
Don’t forget to download our Courageous Leadership in Times of Uncertainty framework for FREE HERE.