In this series, I’ll share my virtual "scenario" tidbits on “how to” constructively work in remote and hybrid meetings.
The “How to” …
Properly conducted, remote and hybrid meetings can be productive if you follow basic meeting rules along with a few additional rules that apply.
- Keep virtual meetings to a reasonable length. Up to 3 hours works well, longer is difficult with the time zone differences.
- Use virtual tools. Tools that enable attendees to see the information being captured to increase participation. Even old-fashioned flip charts work well. Stand and write large enough that it can be readily seen.
- Set up a “back channel”. Use something, such as Chat, WhatsApp, or cell phone to be able to talk to participants one-on-one without involving the others. Avoid using it for side conversations.
- Develop the agenda steps with time limits. Remind the attendees of the time remaining for each agenda step.
- Set Norms (see Facilitation Tidbit #1) – two Norms that are crucial:
- State your Name before speaking – “This is ___”.
- Do not put yourself on mute. This gives attendees permission to “multi-task”. Note: They are attending the meeting for a reason.
- Frequently summarize. Because of visual limitations, attendees easily forget what was said and decided. Ensure to summarize frequently to refresh their memory.
- Make it an even playing field. If more than half of the attendees are dialing in, I recommend that you have everyone dial in. Note: Those attendees in the face-to-face meeting have an advantage over those attendees dialing in, so even the playing field.
Virtual "Scenario" Tidbit #1 – Reluctant Participant
Scenario… A participant refuses to enter a breakout room (a separate virtual room for "small groups: to do a task).
What to Do… Use the back channel to talk to the attendee to determine why. Do not force him or her to participate – it could backfire. 
Virtual "Scenario" Tidbit #2 – Agenda Thief
Scenario… A participant continues to take the group off-track.
What to Do… Make certain to show and explain the agenda at the beginning. Reinforce the agenda by displaying it at all times, where all can see it.
Virtual "Scenario" Tidbit #3 – The Whiner
Scenario… A participant complains about doing an exercise.
What to Do… Use the back channel to talk to the participant to determine the why.
Virtual "Scenario" Tidbit #4 – The Interrupter
Scenario… A participant interrupts others on the call.
What to Do… Remind them of the Norms to follow (see Tidbit #1 – Norms). If it persists, use the back channel to talk to this participant to determine the why.
Virtual "Scenario" Tidbit #5 – The Tool-Obsessed
Scenario… A participant or person leading the meeting uses as many virtual tools as possible.
What to Do… Remind them of the Norms to follow (see Tidbit #1 – Norms) for KIS (Keep It Simple) and set the example. Use only tools that add value.
Virtual "Scenario" Tidbit #6 – Forever Muted
Scenario… Someone continuously forgets that he/she is on mute.
What to Do… Ask everyone to go off mute. This will help keep everyone involved and avoid the constant mute issue. Note: Mute is only acceptable when there is ambient noise that disrupts the meeting.
Virtual "Scenario" Tidbit #7 – Busy Body
Scenario… Continuously multi-tasking, checking email and texts, disrupting other participants.
What to Do… Set Norm (see Tidbit #1 – Norms). If it persists, use the back channel to talk to this participant to determine the cause.
Virtual "Scenario" Tidbit #8 – Disruptor
Scenario… A participant is in a location where there are others making noise, interrupting him or her and others in general.
What to Do… Set Norm (see Tidbit #1 – Norms). If it continues, use the back channel to talk to this person to determine the why.
Virtual "Scenario" Tidbit #9 – Dominator
Scenario… Talks so much that no one else has a chance to participate.
What to Do… Remind them of the Norms to follow (see Tidbit #1 – Norms). If it persists, use the back channel to talk to this person to determine the why.
Virtual "Scenario" Tidbit #10 – Lost
Scenario… A participant cannot figure out how to work a virtual tool, etc.
What to Do… Reexplain the instructions and/or use the back channel to help this participant one-on-one.
Virtual "Scenario" Tidbit #11 – In-Person Participants Dominate...
Scenario… The in-person participants tend to dominate or ignore those who are virtual.
What to Do… Make certain to check in with the virtual participants frequently, you may assign a co-facilitator/co-leader to ensure that they have equal opportunity to participate. If 50% or more of the participants are virtual, then make the meeting virtual to level the playing field.
Stay tuned…This is my final Virtual Scenario Tidbit. Look for our Snippets for additional thoughts on facilitation...