Gathering feedback via zoom

To effectively communicate with clients in order to define project goals, gather feedback, and refine designs through online engagement meetings.

Questionnaire at the end of a design alternatives zoom presentation.

PURPOSE:

Facilitating real-time collaboration and feedback between geographically dispersed designers and clients, while maintaining project momentum and minimizing logistical constraints.

DESIGN PHASE:

Vision and goals
Site exploration
Program development
Co-design
Design evaluation
Implementation

MATERIALS NEEDED:

Laptop/computer with a reliable internet connection
Online video platform (Zoom or Microsoft Teams)
Prepared presentation materials (PDFs, slide decks, or screen-share visuals)
Note-taking tools (digital or physical)

TIME REQUIRED:

Synchronous: Each session (Online meetings, virtual workshops, etc.) requires 60–90 minutes, depending on the agenda. Allow an additional 30 minutes for preparation and follow-up documentation.

SUGGESTIONS:

Ideal for geographically dispersed clients, maintain structured agendas, and leverage visual aids.

Online client meetings utilize video conferencing platforms like Zoom to facilitate interactive discussions between designers and clients. This method is particularly effective for maintaining purposeful communication, presenting designs, receiving actionable feedback, and discussing next steps. Face-to-face or screen-to-screen interaction ensures clarity and alignment on project goals while accommodating diverse schedules and geographical distances. These meetings generate valuable insights directly from clients, keeping them actively engaged in the design process. They also provide designers with the opportunity to thoroughly explain their designs and articulate the rationale behind their decisions. This approach is adaptable across various project phases, particularly for gathering input and refining concepts.

Steps

Define Objectives and Agenda

Clearly identify the purpose of the meeting (e.g., gathering input, presenting designs, refining concepts, etc.).
Create a detailed agenda outlining discussion topics, key questions, meeting goals, and expected outcomes.
Share the agenda with clients in advance to ensure alignment and preparation.

Prepare Materials

Develop visual aids, such as slide presentations, digital design files, or other supporting documents.
Format materials for easy and clear communication of ideas. Ensure materials are downloaded/ readily available for screen sharing.
Share pre-meeting materials with clients if they need to review or prepare feedback.

Meeting Setup

Conduct a test run to check internet connectivity, audio and video quality, and platform functionality.
Ensure any necessary software updates or plug-ins are installed.
Choose a private and distraction free location to join the meeting.

Facilitate the Meeting

Start with introductions and a brief overview of the agenda to set expectations.
Present designs, concepts, or other visuals.
Encourage active participation by asking for feedback, using interactive tools, or hosting short Q&A sessions.
Summarize key points during the meeting to ensure clarity and alignment. Ask questions.

Document the Meeting

Take detailed notes on client feedback and action items.
Recap notes to reduce misunderstandings and allow for additional thoughts.
Assure clients their input is heard and the necessary changes will be made.

Follow Up

Send email of meeting summary- key decisions, feedback, and next steps.
Include material files as needed.
Provide a timeline for addressing feedback and scheduling the next meeting.

Evaluate and Adjust

Reflect on the meeting’s effectiveness.
Gather feedback from clients about their experience (format, effectiveness, etc.).
Adjust your approach for future meetings to improve engagement and outcomes.

Image Source: Webinar Design Desk Illustration by Freepik

Case Example

In the Baldwin Grows project, our team utilized Zoom meetings during the design phase to engage clients and refine plans for the school garden. The format was selected to overcome logistical/ distance challenges and foster collaborative input.

Execution:

Meetings were scheduled between each project phase, allowing for review/ feedback on progress as well as discussing next steps.
Visual presentations were tailored to each session, incorporating client feedback from prior meetings.

Outcomes:

The method allowed the team to engage more with the client, despite the distance between them.
Feedback received during these meetings directly informed critical design decisions, including material selection and needs of the students.
While effective, occasional technical difficulties (connectivity issues and tight time restraints) highlighted the importance of contingency planning and concise communication of ideas.

Lessons Learned

Preparation is key: Having a detailed agenda and visual aids improves engagement.
Foster interaction: Preparing specific questions makes feedback discussions more participatory. Choice A or Choice B over open ended questions narrows in the focus- less overwhelming for the clients.
Adapt to feedback: Incorporate client suggestions quickly to demonstrate their impact. Make sure their opinions feel valued.
Technical readiness: Ensure a backup plan for technology failures.

When to use:

Projects requiring consistent client engagement/ involvement.
Participants are geographically dispersed or have limited availability for in-person meetings.

Tips for success:

Keep sessions concise and goal-focused.
Adhere to agenda, make sure things progress as planned
Follow up promptly with notes and updates.
Use visuals that are easy to interpret over a video call.

Sources:

Toker, U. Making Community Design Work. Chapters 6 & 7.

IDEO, Human-Centered Design Toolkit.

"How to Lead Better Virtual Meetings." Harvard Business Review, https://hbr.org/2022/07/how-to-lead-better-virtual-meetings.

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