Do you ever feel like you need to be in two places at once? Sometimes flying out to meet a client is hard to squeeze into the schedule. Sometimes it's not financially justifiable. Maybe you have experienced these same difficulties! Recently I facilitated a Skype session with a board, and although doing a facilitation with this technology presents some very different dynamics than a regular face-to-face meeting or a conference call, in the end, both the board and I were very pleased with how well it went.
Some advance preparation for the meeting ensured that it would go as seamlessly as possible. We both connected from rooms that were wired for Internet service, and the board's room had a large wall-mounted screen, a wide-angle camera, and good speakers. I connected from my notebook computer using a web-cam and the internal microphone. A few days prior to the meeting, their technology expert and I connected on Skype and made the necessary adjustments to the volume, connection, and placement of the equipment. The day of the meeting we met about twenty minutes before it started, and were able to adjust where some of the board members were seated so I could see them all on my screen.
Some of the Dynamics I Observed During the Virtual Meeting Were:
- I wanted to call participants by name when I was seeking their input, so I asked them to have large print name tents. Unfortunately, I could only read those closest to the camera. Solution? As everyone introduced themselves, I wrote down their names on a quick map of the room. (This, of course, was only helpful until I had them change seats to work with other small group partners...!)
- Microphones are another thing to think about. There were several instances where I had to ask people to repeat themselves, as the mic did not pick up voices in some areas of the boardroom very well. I also had to keep my distance from my microphone because when I leaned too close my voice did not come across clearly in the boardroom.
- When I assigned activities to pairs or threes, the video feed was very helpful. I addressed each person around the board table to give them their group number, and I indicated where in the room I suggested they meet. Only after everyone was in their new groups did I assign their task. Then I was able to keep an eye on all the board members as they engaged in the task with their group members.
I received very positive feedback from all the board members. They (and I) found it much superior to an audio-teleconference. We started to develop relationships. By watching their body language, I was able to get a feel for when they were done each assignment. They could focus on my picture when I was talking instead of their mind wandering when they looked into space. The consensus was that although it didn't flow as seamlessly as face-to-face facilitation does, it was much superior to an audio-only teleconference. Video-conferencing technology enabled quality interaction with a moderate budget.
Skype and other similar applications for video-conferencing can be an ideal solution for long-distance facilitation. With the proper preparation beforehand and a flexible attitude during the meeting, you too can have great success.
Author Resource:-
Cathie Leimbach, a senior consultant at STRIVE!, is passionate about teaching and practicing proven governance and leadership principles in order to see organizations experience breakthrough success. To learn some of those proven principles or to get to know Cathie better, visit STRIVE!'s website:http://www.strive.com.
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