Perfecting the Two-Dimensional Meeting in the Age of Virtual Conferences

It’s been an unusual few months, getting used to Zoom and similar technologies. Users have had fun with virtual backgrounds, emojis and other gimmicks. Guess what? Summer is almost over, and the remote collaboration environment is here to stay for many. We are hearing a significant percent of the workforce will not return to the office in any foreseeable future. The two-dimensional meeting is here to stay, and it’s important to learn how to use it.

Create a Profile

Make sure you get a presence in each app you find yourself using. Whether it’s Zoom, Teams, or GoTo meeting, get an account (even if it’s free) and create your profile. Make sure you have a proper picture to display when your video is off. Consider including your organization’s name and job title. For example, stop to consider if your meeting environment deems it acceptable to have the Millennium Falcon as your background.

Plan Your Workspace

It was fun for a while hearing your colleagues’ dogs bark, the occasional cat on the keyboard, grandkids Zoom bombing, or critiquing home decor. As I said, summer is almost over. It’s back to work or school time. Plan to have a proper location, depending on the nature of your audience. Be careful of what’s in the background. I’m sure you may be passionate about your politics, religion or other endeavors. Be mindful of your audience. They may have conflicting views and get distracted from your input as they are focused on reading book titles on your shelf.

Test the location and quality of your camera. Make sure it appears as though you are looking into the camera, otherwise you appear aloof. If you are using multiple monitors, you may need a camera that is not attached to your laptop or screen. The camera should be located behind the monitor you will be using on the call. Make sure the camera is located slightly above your face, and not below your face.

Avoid Joining with Links

Now that you have taken the time to create a profile in the app, do not lose it by joining meetings through links. Sometimes the link brings you in the meeting as a generic user. Launch your app first, log in as you, and then join the meeting with the meeting ID.

Live Etiquette

When you are live in the meeting, make sure your tile includes your name and not some generic title like “Mom’s iPad.” How many times have you been in a meeting and wondered who someone was? This is your chance to always have your name and affiliation posted for all to read. Reading body language in a meeting is important but sometimes difficult sitting around a table. The two-dimensional tiles can make it easier, as long as the cameras are on. Similarly, if you are not going to pay attention to the presenter, turn your camera off. It’s obvious when you are doing something else.

Consider having your mic muted at all times until you are ready to speak. Background noise can be distracting to others in attendance, and even disruptive to the meeting in general.

Guest Speakers

There’s been a paradigm shift in two converging directions from which you can benefit. Attendees are much more willing to attend a virtual event now with a guest speaker, and guest speakers are much more willing to stay home. Nationally known speakers that would have cost in the five-digit neighborhood with travel expenses are now willing to spend an hour on your call for $1,000 or less. Use this as an advantage to engage your audience and significantly enhance the quality of your material.

Camaraderie

Here you will need to be creative, but this part can be the most rewarding. Some of your attendees may have limited contact with other humans. New hires don’t have the option of chatting over the water cooler with colleagues in an office building. You need to create that human contact and build that team virtually.

Members of the Munetrix team were presenters at a recent association board meeting, and the Board Chair always included a team event at her meetings. She wanted to continue that tradition virtually. We used a game show app with topical trivia questions to engage all attendees. Amazon gift cards were awarded for most points.

“MASFPS board members were able to enjoy a round of Kahoot with our friends from Munetrix during our summer leadership and learning academy,” says Sara Shriver, Executive Director with MASFPS. “This was a great way to engage all members during a virtual learning event! It was fun, competitive, and a unique way to build camaraderie as an organizational team!”

ADA Compliance

Lastly, remember and consider the hearing and visually impaired community when conducting meetings, to make sure you are staying compliant with ADA guidelines and requirements. The Center for Hearing and Communication has issued guidance on this matter, and Zoom itself offers its own disability compliance tools and disclosures. Check out Zoom’s library of resources and documentation here, but be sure to frequently check and update your policies and procedures, as both technology and regulations change frequently.

No one can state with certainty how “normal” this “new” reality will last. But we can all take measures now to make the best out of an imperfect working, learning and collaborating environment, until such a time that we all get back to the old normal.

Buzz Brown, Co-Founder, serves as Vice President of Customer Engagement and Chief Data Officer with Munetrix. He can be reached via email at buzz@munetrix.com or by phone at 248.499.8355.

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