Recommendations for starting a meeting well!
Welcome
Join early and greet people as they come. Evaluate their setting and make adjustments, e.g., let someone know about background noise or troubleshoot access issues. Create a welcome screen to welcome participants, you can have it displayed using the Share Screen function.
Recommended Tips: Have background music playing and have everyone mute as they join. As a Zoom Host, you can choose to mute everyone automatically.
Introductions
It is important to incorporate ways to build rapport amongst participants. This can be done by allowing attendees to share names, locations, and fun facts, or providing bios beforehand. Make sure everyone has the opportunity to share and everyone is welcomed.
Onboard Participants
Go over the tools that will be used and have everyone use each application briefly to verify that they can collaborate. Distribute email addresses and contact information to connect the group. Create a meaningful experience by creating boundaries, and communicating the rules.
Recommended Rules: Listen with an open mind. There are no wrong answers. Keep muted when not speaking. Ask questions using the chat features. Keep cameras on, etc.
Agenda
Share the meeting agenda, highlight when you will take breaks, and clearly outline next steps (including timing and accountabilities) after each section and at the end of the meeting.
Recommendations for facilitating a meeting well!
Minimize Presentation Length
Meetings should be discussions. Background information should be provided beforehand. If someone needs to present, use screen sharing to guide the conversation, so attendees can literally “be on the same page.” But prioritize conversation to maximize the time people are looking at each other.
Video
Video conferences are more effective when people can see each other’s facial expressions and body language. Ask individuals to sit close to their webcam to help to recreate the intimacy of an in-person meeting
Activities
Determine what facilitated activities will serve the meeting objectives to produce engaging dialogue and/or energetic collaboration.
Work In Breakout Groups and Discuss as a group afterwards
Consider the flow of your meeting and how sessions will be organized. Small groups are best suited to discuss or learn about relevant topics relating to the greater theme of the larger or main program. Larger groups are best suited for sharing progress, giving instructions, and presentations.
Capture real-time feedback
Use a Zoom poll tool to collect on-demand feedback from participants on specific topics in real time.
Document
Capture content in shared documents and on digital whiteboards (MURAL) as it is created.
Recommendations for ending a meeting well!
Create An Action Plan
Assign owners to action items and create a preliminary project plan. Set up project management in advance to ensure follow up.
Assign Post-work
Prepare action items and assign them at the end.
Reflect
Compare the meeting outcomes to your goals and reflect on the meeting. Create a shared document for feedback or set up a quick survey or poll.