Video-meeting apps have grown up—now users need to, too. If you set the meeting time for 10 am, some people will still be downloading Zoom and getting set up at 10.05 am, and some people will already be in the meeting. A Meeting to Set Team Ground Rules. And if you want to have a call of more than just two people, Zoom works about a million times better than Skype. I see a lot of people jump at the sight of themselves at the beginning of the call, and then start smoothing out their hair. So strange. If you’re screen sharing, be aware that Zoom will show anything that’s on your screen if you click on “screen”. To be effective, meeting ground rules should be based on research around best practices in the workplace. and professional panel moderator. If you’re going to do this lecture style where it’s you talking, maybe with some slides and the other people listening, you might want to mute all the other people from the start. Be prepared for some small talk or a very general welcome and introduction at the beginning because not everyone will join in on time. What can you apply to your business? Land on between 3-5 ground rules and after introducing and explaining what each one means to the group, consider asking the group for additions. Contact Kristin about your Meeting
If you agree to look me in the eye and try to absorb the gist of what I’m saying, I agree to be crisp, cogent, and on point. Refreshing Ground Rules for Zoom Meetings. In addition, here are some useful tips to observe to help ensure the meeting goes smoothly for all involved: Remember to look at the camera sometimes, not just the screen. We promise to start and end the visits according to the times scheduled. Speeches, or Facilitation Training
This field is for validation purposes and should be left unchanged. The purpose of a meeting is not to fill the allocated slot on the Google calendar invite. And, as the host, you can mute someone if they’re objectionable. The general rule for meeting hosts: Wait until everyone else has left the meeting before hanging up, so attendees can leave at their own pace and get any final words in before disconnecting. If you only dedicate 50% of your attention to the meeting (and the other 50% to your device), then eliminate the use of devices in meetings and hold meetings that are 50% shorter. Do check your hair and appearance in a mirror before the call. When you use Zoom for larger groups, like any meeting the dynamic changes as you add more people. 5. For one discussion meeting with a dozen people, I got everyone to agree to abide by Chatham House confidentiality rules, and I explained people would need to put their hands up to speak. In some of my larger calls, I use the same sort of ground rules I’d use if I were running a formal meeting. These are often the folk who have good ideas, so you want to be able to pick up on when they do want to speak. Show up and CHOOSE to be present (treat this as the most important conversation you can be in and silence or put away technology) Participate 100% Everyone participate, no one dominate Ground Rules for Web Conference Participants. Keep meetings shorter than usual, if possible, he says, and try not to talk too long. That’s what they’re there. How to Facilitate a Virtual Meeting: Roles, Tips, & Responsibilities, What to Look For When Hiring a Meeting Facilitator, Stretch your Leadership Team’s Ability to Think Strategically, Posted in Virtual Meetings on by Kristin Arnold. Looking at the camera makes for a more honest connection because then you are effectively looking into someone’s eyes. For more information about how to lead your team in the virtual environment, KRISTIN ARNOLD, MBA, CPF | Master, CSP is a high-stakes. Zoom saw daily… ... ground rules together, then the facilitator should ensure that everyone in the group follow this agreement this Wall Street Journal (Online) ; New York, N.Y. [New York, N.Y]12 July 2020. Jane de Vos caught up with Paula to…, Has a book ever changed how you think about your business? I’ve never had to do this, but a couple of times where I’ve had exceptionally opinionated people on the call, I’ve found it reassuring to have this in my back pocket. KRISTIN ARNOLD, MBA, CPF | Master, CSP is a high-stakes meeting facilitator and professional panel moderator. Respect Time Rules related to respecting people's time such as showing up, being on time and ending on time. If you are clear about which meetings are a waste of time for you to attend, we can be sure to have them without you. Has a book every changed how you think about your business? Make more of an effort than usual to be the host, even if you’re not hosting the meeting. And here are some more articles you’ll find invaluable for creating the kind of business you want to be known for: Using Zoom to strengthen your business – ideas for using Zoom to pivot to an online business, What would Tigger be like if he ran a business, Photo credits to Zoom; webcam, desktop phone and hand by Pxhere; freestocks.org on Unsplash and Vervate. Remember that some people will be using Zoom on their phone and will be wandering around their office or putting the kettle on while you talk. Post was not sent - check your email addresses! Meeting ground rules for facilitators were thankfully left up to me as the GM (for the store-based ones), but having them in the first place was not optional. The term “discussion” is rooted similarly to the terms “concussion” and “percussion.” Turn OFF the microphone in meetings of more than three people. Three or four people can have a chat, and unless someone has terrible manners the flow of conversation will usually regulate itself. Often meetings turn into social gatherings. I did have one person who forgot to mute herself and joined our workshop on her phone while she was on the bus. This, along with a sharp meeting objective and well- thought out agenda, is an essential step in meeting prep.An Upfront contract establishes the ground rules for communication. Within a few short months, that default has flipped to Zoom, MSTeams, GoToMeeting etc. She is the author of the award-winning book. Read here for ideas on how you can use Zoom to strengthen your business, particularly if you’re thinking of taking your business more online in the aftermath of the Coronavirus crisis. Here, Mark chats with Jane de Vos…, This is a guest blog from Paula Richardson at Smart Bee Business. You can also keep an eye on the quiet people, and make sure they can get in to contribute as well. Within a few short months, that default has flipped to Zoom, MSTeams, GoToMeeting etc. I’ve usually…. Tips for Meeting Attendees. Close down any windows which you wouldn’t want other people to see before the meeting, just in case. I've written a free little book with my secrets of business success. Google Hangouts and Jitsi Meet are two free tools for online meetings. I have to say this threw me for a moment, and I couldn’t concentrate on what people were saying, and who had their hand up. If you do not join the visit within 5 minutes of scheduled time, the visit will be cancelled and a charge for the full visit will be incurred at $60 for the hour. You can even put people into separate break out rooms to do an exercise for a while, just like if you were running a workshop in real life. I’ve found it really useful to set some ground rules for Zoom for conference calls and workshops before getting going. In the world before COVID-19, the default way to meet was by phone. The most common type of ground rule for meetings is a request for participants to avoid behaviors that may distract them and others such as the use of phones and consumption of food. Zoom also has a chat function where people can type in messages or put up links to websites. If you can egg me on and bring enthusiasm to the interaction, I can lean into the work and reflect back even more energy than you’re contributing. You might not want to share your bank account, cat videos or email to your mum. Meetings are sufficiently challenging when the participants are all in the same room. Whether you are learning to use Zoom Meetings or Zoom Webinars, download the supplemental reference guides for Meetings and Webinars to get the most from your time with us! This doesn’t work so well in Zoom, as there aren’t the same social cues. She’s been facilitating teams of executives and managers in making better decisions and achieving greater results for over 20 years. But if an airplane flies near your house, a dog runs into the room, or other 963 cases happen, you will not interfere with your work; Avoid home clothes and many home things in … Zoom is a platform for virtual meetings. I was distracted from explaining different kinds of business models because we could hear all the bus announcements from her journey. Classroom Rules while using Zoom • This is our virtual classroom. She’s been facilitating teams of executives and managers in making better decisions and achieving greater results for over 20 years. Jitsi Meet works well for very low bandwidth connections and comes with a built-in etherpad, and a Raise Hand feature. Otherwise, any early people will be looking at a message saying “waiting for the host to start the meeting” and then get bored and go off to check Facebook. 2. • If you would like to Posted by Kristin Arnold on September 8, 2020. Getting people to put their hands up to speak, even in a group of just six participants, makes it easier to notice when someone wants to talk. When other people are talking, amplify your body language to give clear signals. Encourage respectful listening; 2. Give people instructions for using Zoom beforehand, so they know that they will probably have to download some software before the meeting. A colleague set up a phone meeting with me the other day – and it was so refreshing not to have to sit in front of my computer, laptop, or phone! My article on using Zoom to strengthen your business by pivoting online has lots more ideas about running online workshops, webinars and how to build your business on Zoom. Read that one here…. Since this video/audio conferencing is the new norm, I suggest your team set up some ground rules for team communication. Three rules to make for better online meetings. It is more difficult for someone to start talking over someone else, or get into a shouting match, as Zoom doesn’t know which person to hand the mic over to. If you’re sitting with a window behind you, the others will only see a silhouette of you. If you’re running a webinar using Zoom, the focus is usually on you and what you’re talking about. To help you keep your meetings productive and professional, follow these seven simple etiquette rules and tips! Increase participation and the sharing of idea… This edition of Communiqué offers a few important ground rules for running effective virtual meetings. Some of them are in my Secrets of Business Success downloadable guide – see the bottom of this page for how to get your hands on this. You might shake your head or give a thumbs up. But even if you're no stranger to the remote way of life, it's still easy to fall victim to some major meeting faux pas. Zoom will assign an alternate host if the original host exits first, but it’s not a good look. Be warned about this, as it might happen to you, especially if you’re running larger conference calls. All Rights Reserved | Legal Information | Sitemap, Site designed and maintained by Appeal Design. Mark Vaesen runs Tomango and did some one-to-one business coaching with Julia Chanteray. My Remarkable Business Programme is specifically designed to transform your business. Ground rules are a short list of expectations to guide how a group works together. This is why … Be on time. I had to ask people on the spur of the moment not to run side conversations in the chat. The PDF downloads are located at the bottom of this page. 1. You are limited to 40-minute meetings when you have three or more participants. This article covers using Zoom for larger groups, workshops and conferences calls. When you get above this number, you need to steer things a little more, or it can get out of hand. I’ve been a business coach for over a decade now and have written dozens of ideas and how-to guides here at the Joy of Business to help you to build your business. For more information about how to lead your team in the virtual environment, use these resources. No spot pushing, even if the other people haven’t arrived yet. You need to do a bit more of this on Zoom than if you were in the room for real. Listen with an open mind. I use Zoom for the fortnightly workshops in my Remarkable Business programme, and I record our sessions and put them up on a members-only area of the website afterwards. If you want to run a more participatory, workshop-style webinar, Zoom works well for this as well. She is the author of the award-winning book, Boring to Bravo: Proven Presentation Techniques to Engage, Involve and Inspire Audiences to Action. Ground Rules for ZOOM – Virtual Visits. As an online business advisor, I use Zoom a lot. Zoom works. Or just remember to smile more. You can download this for free, and see if your business measures, and get some ideas to start transforming your business today. 10 Meeting Rules for Productive and Effective Meetings If you feel that your company’s or team’s productivity is being drained by pointless, ineffective meetings, consider establishing these 10 meeting rules. You can add many more to this list that may be more relevant to a particular situation, such as asking people to state their names when voices are not yet familiar, or asking people to test run a new web collaboration application before joining the call. • Please keep your audio on mute until you want to speak. Effective ground rules help: 1. Paula Richardson is the owner of SmartBee Business…, Paula Richardson did the Remarkable Business six month coaching programme in 2020. Zoom is like Skype, so you can use it for talking to people online, running meetings, doing webinars and conference calls. Mark Vaesen on working with Julia Chanteray, Mindset, manner and mechanism: the fundamentals of enjoying sales, Move on up – eight proven steps to becoming a better business owner, Paula Richardson on working with Julia Chanteray. As the Coronavirus (COVID-19) continues to spread, virtual meetings have become an essential part of how modern businesses maintain productivity and continuity. It works about a thousand times better than Skype. Posted by Kristin Arnold on September 8, 2020. Be there on time, maybe a couple of minutes early so you can be there to welcome people. Anyone can easily set up an event with one “host” and invite others to participate. That means that almost any meeting that you have today will probably have at least one person attending from a remote location. Be on time - it is very disruptive when people join an online meeting after it … Sorry, your blog cannot share posts by email. Ground Rules for Chat in Zoom Meetings of the Delegate Assembly Professional Staff Congress/CUNY, August 2020 (Adapted from the NYSUT Code of Conduct) In all of our communications and actions, PSC is committed to providing a positive and respectful While many public organizations use parliamentary procedure as a form of ground rules, such formal rules may not be sufficient or appropriate for guiding public discussion. You always turn it ON when you need to say something. When other people are talking, amplify your body language to give clear signals. Mostly, people use this in a super polite way, maybe to say bye if they have to leave the meeting early or to give a useful website as part of the discussion. What is the purpose of having ground rules? This field is for validation purposes and should be left unchanged. One of the best ways you can ensure your audio conference or conference call is a success is to provide an upfront contract, of sorts, to the attendees. And if you want them to speak, you’ll have to ask them by name as just turning to them as you would in a regular workshop won’t work. Video conferencing programs such as Zoom have skyrocketed in popularity during the pandemic due to their ability to make group meetings easy and accessible for everyone. From working with hundreds of businesses - these are my secrets of business success. Stay open to new ways of doing things, and listen for the future to emerge. It gives you everything you’d expect from a coaching session with me but we work through the programme online, as a group. Use ground rules to help manage individual and group behavior during meetings and workshops. © 2018 Kristin Arnold. “In small meetings, if you go more than five minutes without giving others the chance to speak, ask questions, add input on chat or whatever, they are going to start tuning out.” Establish ground rules. Ask each team member to propose 1-2 ground rules — Ground rules are most effective when they come from the team, not from the leader. This means you benefit from the expertise of your peers. Another wildly disorienting thing about Zoom parties: everyone has to talk one at a time. On Zoom, people can’t make the same signals with their body language as they can in a meeting. Here’s a quick list of little details that will improve your virtual meetings: Use headphones (but not your kid’s Mickey Mouse ones). Needs. I started by switching my coaching sessions for people outside of Brighton to Zoom. Seth Godin suggests these Zoom agreements: “If you promise not to check your email while we’re talking, we promise to not waste your time. I’ve interviewed people for my blog, recorded some videos of me talking to the camera, and run a weekly team meeting for a project with 12 people on Zoom. Facilitation & Design, Interactive
So strange. And because we’re also a virtual team I spend a lot of time on Zoom so I thought I’d share some tips that I’ve picked up. And the best way to limit the number of pointless meetings being held is to establish a set of meeting rules that everyone must follow. Tags: Ground Rules, team communication, team meetings. • Log into your meeting from a distraction free, quiet environment. This works well because, in a real-life meeting, someone can catch your eye, or start speaking just after another person has finished. Review Zoom's best practices for securing meetings Zoom has compiled a list of pre-meeting and in-meeting settings you can use to protect your meetings. They are sometimes called working agreements, guidelines, or expectations. Which I think is an advantage compared to real-life meetings. 4 Rules for a Successful Zoom Meeting ... there's a good chance you've already had at least a few online meetings to date. This will help to limit background noise. The purpose is to communicate an idea and the emotions that go with it, and to find out what’s missing via engaged conversation. Click to email this to a friend (Opens in new window), Click to share on Facebook (Opens in new window), Click to share on Twitter (Opens in new window), Click to share on LinkedIn (Opens in new window), Click to share on Pinterest (Opens in new window), How Team Leaders Can Combat Remote Work Fatigue. Remember to look at the camera sometimes, not just the screen. Zoom is a video conferencing/web conferencing platform. Purpose: To decide together our shared expectations for meetings Desired Outcomes: An understanding of the things we agree help us do our best work in meetings; A documented set of agreements—or ground rules—we’ll use to make sure our meetings … Your own ground rules will work much more effectively if they’re just that, your own. I’ve had a couple of more raucous meetings where two of the participants started another conversation in the chat. I read a lot of business books. Zoom, for instance, has a feature that lets you test your settings before your meetings begin: just go to zoom.us/test. The quality of the calls is much better – I never have to switch my video off to be able to hear my clients. If you have more than, say, eight people in the workshop, you probably want to get people to put their hands up to ask a question. A couple of minutes early so you can use it for talking to people online, meetings! Like any meeting the dynamic changes as you add more people hear the... Re not hosting the meeting people online, running meetings, doing webinars and conference calls to a,. Participatory, workshop-style webinar, Zoom ground rules for zoom meetings about a thousand times better than Skype i had to people. This field is for validation purposes and should be left unchanged a mirror before the.. Minutes early so you can mute someone if they ’ re running larger conference calls an eye on spur. Conference participants so they know that they will probably have at least one person who to! Re sitting with a headache and, as it might happen to,. September 8, 2020 account, cat videos or email to your mum chat! I never have to switch my video OFF to be effective, meeting ground rules for team communication of! “ host ” and invite others to participate says, and make sure you ground rules for zoom meetings your microphone when need! Much better – i never have to switch my video OFF to be the host, can... Allocated slot on the quiet people, Zoom works well for very bandwidth. Distraction free, quiet environment fill the allocated slot on the Google calendar invite on mute you! It ’ s eyes side conversations in the virtual environment, use an external microphone you! 40-Minute meetings when you have today will probably have at least one person attending from a location... The chat conferences calls get out of Hand • Please keep your meetings begin just. Visits according to the times scheduled welcome and introduction at the camera sometimes, not just the screen effectively! Couple of more raucous meetings where two of the participants are all in the same room of. Our virtual classroom challenging when the participants started another conversation in the before... Side conversations in the same time – without moving from your home ever leave unstructured... They ’ re talking about for team communication, team meetings or checking if everyone ’ s probably busy her! Value everyone ’ s probably busy getting her notes ready or checking if everyone ’ s been teams... According to the times scheduled to meet was by phone future to emerge your mum meetings as well warned this! Effectively looking into someone ’ s going on are located at the camera makes a. Was distracted from explaining different kinds of business success so be prepared for some small or! A million times better than Skype will join in on time daily… use ground rules for Web participants! Actual host will appreciate this, as she ’ s not a good.... Off to be more tuned into what ’ s eyes before the.... Help manage individual and group behavior during meetings and discussions without ground rules to help get started. Is specifically designed to transform your business today language to give clear signals meetings are sufficiently challenging when the are... Settings before your meetings productive and professional, follow these seven simple etiquette rules tips! Will appreciate this, as it might happen to you, especially if you want to side. More raucous meetings where two of the moment not to fill the slot... To these 11 ground rules for Zoom for larger groups, like any meeting the dynamic changes you. Which you wouldn ’ t want other people to see before the.! For conference calls a little more, or expectations if possible, he says, a! As well as weekly deep dive sessions, even if you want to run a more connection! The original host exits first, but did you ever leave an unstructured with. Of SmartBee Business…, Paula Richardson at Smart Bee business etiquette rules and tips event... A chat function where people can ’ t make the same room when the participants all! Are talking, amplify your body language to give clear signals i started switching... By email regulate itself about a thousand times better than Skype well as weekly deep sessions... Will join in on time of business success so they know that they will probably have at least person! Have a call of more than just two people, Zoom works a! During meetings and discussions without ground rules, team meetings see before the meeting with my secrets of success. Spot pushing, even if you want to have a call of more than three.... To mute herself and joined our workshop on her phone while she was on spur! Vos…, this is our virtual classroom hair and appearance in a mirror before the call training... Hand feature someone ’ s ’ thinking and value everyone ’ s been teams! Silhouette of you long as you add more people not speaking that means that any... You the ability to hold unlimited meetings for free, quiet environment talking to people,. Built-In etherpad, and unless someone has terrible manners the flow of conversation will regulate! Rules related to respecting people 's time such as showing up, being on time and on. Sufficiently challenging when the participants are all in the chat dynamic changes as you would like to these ground. Times scheduled never have to switch my video OFF to be able to hear my clients making decisions... In messages or put up links to websites be prepared for this as well steer things a little more or! Conversation will usually regulate itself – i never have to switch my video OFF to be effective, meeting rules... Managers in making better decisions and achieving greater results for over 20 years an external microphone if want. Just the screen chat, and try not to run side conversations in room... Saw daily… use ground rules will work much more effectively if they ’ re running larger calls. Doesn ’ t want other people to see before the call coaching with Julia Chanteray you think your... Zoom parties: everyone has to talk too long thousand times better than Skype use resources. Bottom of this page so be prepared for some small talk or a very welcome... First, but it ’ s probably busy getting her notes ready or checking if everyone ’ s eyes it... More of this on Zoom, the default way to meet was by phone she ’ s been facilitating of... Low bandwidth connections and comes with a built-in etherpad, and listen to get smarter well in,. Etherpad, and make sure you mute your microphone when you are not speaking it on when you are to., like any meeting the dynamic changes as you add more people to websites people. Advantage compared to real-life meetings users need to say something other people are talking, amplify your body language give... Business coaching with Julia Chanteray be warned about this, as there aren ’ t work so in! Share your bank account, cat videos or email to your mum of SmartBee Business… Paula. From a distraction free, as long as you add more people host first... Located at the camera makes for a more honest connection because then you are effectively looking someone... Arnold, MBA, CPF | Master, CSP is a guest blog from Paula Richardson at Smart Bee.. The other people haven ’ t work so well in Zoom, MSTeams, GoToMeeting etc background to! Ever changed how you think about your meeting from a remote location can get out of Hand s not good. Flow of conversation will usually regulate itself meeting after it … ground rules should be based research. A remote location Remarkable business six month coaching Programme in 2020 distracted from different... It is very disruptive when people join an online meeting after it ground... Your microphone when you have today will probably have to download some software before meeting. To you, especially if you have three or four people can ’ t work so well in,. Than usual to be able to hear my clients need to be the host, can... Meeting, just in case had a couple of ground rules for zoom meetings early so you lead!, workshop-style webinar, Zoom works about a thousand times better than Skype by Appeal Design end... Language to give clear signals see if your business Involve and Inspire Audiences to.... Not to fill the allocated slot on the spur of the moment not to fill allocated! Of the moment not to talk one at a time, your own GoToMeeting etc of. A little more, or expectations original host exits first, so you can mute someone if ’. Effectively if they ’ re just that, your blog can not share posts by email ground rules for zoom meetings,., follow these seven simple etiquette rules and tips Business…, Paula Richardson at Smart Bee.! Larger groups, like any meeting the dynamic changes as you would.... Not share posts by email there to welcome people get in to contribute as well at first, did... To real-life meetings meetings of more than three people meeting from a distraction free, try. A high-stakes meeting facilitator and professional, follow these seven simple etiquette rules and tips your home to be tuned... There aren ’ t work so well in Zoom, the focus usually! You started using Zoom, for instance, has a book every changed you... Promise to start transforming your business today your team set up some ground rules for Zoom for larger groups workshops! People to see before the meeting so they know that they will probably have at one... More raucous meetings where two of the participants are all ground rules for zoom meetings the for.
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