Highlights of the Beyond the Horizon Conference Held on September 28th 2023 in Royal College of Physicians, Dublin
While it won’t replace many of the synergistic and collaborative benefits of having a live F2F event we have found through hundreds of hours experience that a lot can be achieved in building teams and creating alignment around the delivery of strategic goals and objectives. Careful planning and an Appreciative Inquiry approach are keys to success.
Here are some tips for running digital leadership /management events and facilitating team meetings. We can support you and your team in delivering excellent digital events and meetings.
Preparation / Planning
DO >>>
Agree with the sponsor the outcome that is required
Prepare /script session in detail and stick to the timetable; limit facilitator inputs;
Emphasize & build in participant engagement
Send agenda out in advance, people like certainty on timing
Think more like a TV Producer rather than a manager
DON’T >>>
Think that you can make it up as you go along
Think it’s a replica of a F2F session
Underestimate the planning involved – it can take 1-2x times the length of the session
Logistics
DO >>>
Limit the time “online” – max 2.5 hours; break of 10 mins after 1 hour. Stretch breaks every 30-40 mins (30 secs)
Keep things moving with a sense of pace
Limit the size of the group – ideally no more than 5 – 7
For larger groups use break outs with a facilitator for each group; bring together for feedback in a plenary session
Use tech functions well - Consider using Whiteboard; Document sharing; /voting; word clouds; chat; Q&A polling
DON’T >>>
Assume that a person can be a manager /participant and facilitator
Assume all participants are tech-savvy
Fail to anticipate tech glitches; explain what to do if connection goes etc.
Setting out expectations / ground rules early
DO >>>
Require that cameras remain “on” at all times
Inform participants that you will randomly ask them for their comments, views on an ongoing basis – this means that they know that they need to stay engaged
Require that people in the breakout room appoint a note taker and someone to report back to the plenary session.
DON’T >>>
Change or move the goalposts (outcome; frequency; length of session)
Assume that people will stay engaged –zoom fatigue sets in
Process
DO >>>
An opening /introduction round even if people know each other; it helps people “arrive” & connect; and puts them at ease; and gets them speaking early
Use breakout rooms for 2 – 4 people to have a dialogue about each issue
Capture the issues that arise but are not for this meeting
Have a “go around” the virtual table at the end of each session. What went well? One thing that could be improved?
DON’T >>>
Panic if energy seems to drop – suggest a break and the focus when you return
Underestimate how tiring it is as compared with a F2F session
Let the interactions stray too far from the agenda