Index

accessibility issues, and technology needs, 37–39. See also technology, needs assessment

action-item list, 80–81. See also conducting meetings

agenda

creation of, 19–21

getting off track, 63

going over, 78–79

sample, 22–23

sending to participants, 67

sticking to, 80, 82–83

assessing need to meet, 15–19

attendees. See participants

attention spans, 20. See also agenda, creation of

attributes, of successful meeting, 53–54

auxiliary tools, 36–37, 43, 66, 67. See also communication tools

 

backup plans, 21, 48–49, 67

benefits of virtual meetings. See virtual meetings, reasons to hold

body language, 26–27, 54, 63

brainstorming, 25. See also participants, number of

 

call-in information, 67

canceling meetings, 48–49

challenges of virtual meetings, 3–7

chat, 29–30. See also communication tools

closing meeting, 90–92

code of conduct, 54. See also meeting processes

colleagues

rapport building with, 8, 18–19, 27

real-time collaboration with, 18

See also participants

common ground, among participants, 106–107. See also cultural barriers, navigating

communication tools

options for, 4

secondary, 36–37, 43, 66, 67

See also technology

conducting meetings, 73–96

contributor role, 59. See also role assignment

crisis card, technology, 46–47

cultural barriers, navigating, 103–108

 

decision making, 25, 61. See also participants, number of

discussion facilitation, 79–83

distractions, minimizing, 20, 75, 83, 89

document sharing, 37, 40. See also technology

dry runs, 42–43. See also planning

 

8-18-1,800 rule, 25. See also participants, number of

e-mail, 8, 18, 66. See also communication tools

engagement, 6–7, 11, 58–59

etiquette, 63–66

examples and samples

agenda, 22–23

follow-up note, 94–95

expectation setting, 53–69

establishing meeting processes, 60–63

etiquette, 63–66

for participation, 61–62

role assignment, 55–60

expert role, 58. See also role assignment

extroverts, 61–62. See also meeting processes

 

facial expressions, 26–27, 54

facilitating discussion, 79–83

facilitator role, 56, 60, 82–83. See also role assignment

follow-up, 37, 92–96, 107–108

 

goals, of meeting, 7–9, 16–17, 77

ground rules. See expectation setting

group dynamics, 18–19

 

information

key, reiterating, 78–79

packets, 21

sending to participants, 66–69

sensitive or proprietary, 39, 40

sharing, 37, 40

internet connections, 27, 35, 38, 41. See also technology

internet service provider, 47. See also technology, crisis card

interruptions, 65. See also etiquette

introductory comments, 78–79. See also opening meeting

introverts, 61–62, 84–85. See also meeting processes

invitations, 66–69

IT support, 41–42, 47

 

linguistic barriers, surmounting, 103–108

logging in early, 75–76. See also preparation

log-in information, 67

 

materials

sending to participants, 66–69

sensitive or proprietary, 39, 40

sharing, 37, 40

miscommunication, 103–104

moderation, 79–80

mood, calm, 89. See also conducting meetings multi tasking, 27, 64–65, 83

mute button, 64, 89

 

need to meet, assessing, 15–19

negative emotions, 77–78. See also tone

noise, background, 83, 89. See also conducting meetings

note taking, 36, 39, 57, 80–81

 

off-track discussions, 82–83. See also conducting meetings

opening meeting, 76–79

out-of-bounds behavior, 88. See also conducting meetings

overview of virtual meetings, 3–11

 

participants

assigning roles to, 55–60

attention spans of, 20

availability of, 20

choosing, 21–25

common ground among, 106–107

communication preferences of, 104

connections between, 8, 78

engagement of, 6–7, 11

etiquette for, 63–66

hearing from all, 84–86

identification of, 21–25

interruptions by, 65

number of, 24–25

sending invitations and materials to, 66–69

setting expectations for, 53–69

technology needs of, 37–39

use of secondary communication channels by, 36–37, 43, 66, 67

personal connections, building, 8, 78

phone, 28–29. See also communication tools

physical space, 74–75. See also preparation

planning, 10–11, 15–31

agenda, 19–21, 22–23

choosing technology platform, 26–30

determining need for meeting, 15–19

identifying participants, 21–25

picking time for meeting, 30–31

plant role, 59. See also role assignment

preflight check, 44. See also technology

preparation, 17–19, 74–76. See also planning

presenter role, 57–58. See also role assignment

privacy, 40. See also technology, needs assessment

problem solving, 25. See also participants, number of

processes, meeting, 60–63

protocols, 6, 68–69, 78–79

purpose of meeting, 16–17, 77

 

rally the troops, 25. See also participants, number of

rapport building, 8, 18–19, 27

reasons to hold meeting, 7–9, 16–17, 77

record taking, 39, 57, 80–81

rescheduling meetings, 48–49. See also backup plans

role assignment, 55–60, 78

room setup, 74–75. See also preparation

rules, meeting, 54, 68–69, 78–79

 

scheduling, 30–31. See also planning

scribe role, 57. See also role assignment

secondary communication channels, 36–37, 43, 66, 67

security issues, 39–40. See also technology, needs assessment

silence, 82. See also discussion facilitation

small talk, 75–76. See also preparation

space, physical, 44, 74–75

special situations, navigating, 99–109

linguistic or cultural barriers, 103–108

video presentations, 100–103

status updates, 62. See also engagement

summarization, of conversation, 107. See also linguistic barriers, surmounting

 

tech czars, 45–46, 60, 67. See also role assignment

technology

agenda and, 20

chat, 29–30

choosing right, 5, 26–30, 40–42

crisis card, 46–47

cultural norms and, 104–105

e-mail, 8, 18

failures, 45–49

management, 35–49

needs assessment, 36–40

participants’ needs for, 37–39

phone, 28–29

problems with, 4, 5, 45–49

security issues, 39–40

social distance and, 62

testing setup, 42–44

types of, 4

video, 26–28

time, choosing, for meeting, 30–31

time benefits, and virtual meetings, 9

timekeeper role, 57. See also role assignment

time zones, 20, 30

tone, 75, 77–78, 86–89

troubleshooting. See technology, problems with

truth-teller role, 58–59. See also role assignment

 

updates, 25, 62, 76. See also participants, number of

 

video, 26–28, 74–75

video presentations, 100–103

 

webcams, 27–28, 35

workspace, preparing, 74–75