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Guideline
Overview:
Because of the
increasing availability of videoconferencing technology, more and more meetings
are held with participants who are geographically dispersed. Active
participation in videoconference meetings can be challenging because the
videoconference meeting experience is usually formal and the communication flow
between multi-sites can be frustrating. Here are some tips to overcome these
obstacles.
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A
videoconference meeting should be especially well-planned. Provide meeting
materials far in advance and suggest ways for participants to be
well-prepared.
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Decide
carefully who should be attending the meeting at each site. Minimizing the
number of participants, maximizes the visibility of each participant, and
prioritize the seats available, the
conversation flow, and the overall human interaction.
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Prior to
starting the meeting, and to create
more intimacy when participants are strangers to one another, ask participants
to exchange photos and short biographies about themselves.
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Prepare
visual material in advance that can be viewed clearly by all parties during
the meeting (a picture speaks a thousand words). The less you rely on an auditory exchange of information (as
opposed to discussion) the better.
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A meeting
moderator is essential for multi-sites participants not from the same
organization. To equalize
participation, the moderator will take turns deliberately, going from meeting site to meeting
site. For example, "Let's hear from the Atlanta group for the next five
minutes." Or the moderator might rotate among sites for one brief contribution each.
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Establish
participation signals. Participants can be asked to do any of the following to
gain permission to speak.
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Raise
their hands |
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Say the
facilitator's name first ("Tom, I have an idea on this.") |
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Say their
own name first ("Vicky Carter here. I have an idea.") |
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Tap the
table in front of them, or |
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Request the
camera and tap on the table next to the microphone. |
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Use some
kind of sound signal |
To equalize
participation, take turns deliberately, going from meeting site to meeting
site. For example, "Let's hear from the Atlanta group for the next five
minutes." Or you might rotate among sites for one brief contribution each.
For long
meetings with multi-party participants from each site, make use of personal
chatting capabilities.
Did You Know?
With the average plane trip costing just under $1,100 in hard and soft costs, a
person who travels to meetings by plane two times per month spends nearly $5,500
in travel costs. Replacing one of the two plane trips with videoconferencing
yields savings of 50% percent (over $2,200).
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