Tips For Facilitating Those Persisting Virtual Conference Calls
Draw into the conversation those that do not fit in
You learn the most from the person in a meeting that does not make a lot of sense. Or at least they do not speak like everyone else, so they often get the awkward stares. They do not speak in the company jargon or use the common industry buzzwords.
The COVID-19 era of no-contact conference calls has really stymied our creativity because we are not picking up the unique insights from people who do not fit in. Here are a few tips as either a remote meeting facilitator or participant.
As the Leader
Presession Surveys. This is a matter of good practice, anyway, and has special importance with remote meetings. Phone calls or on-line surveys will work. The key point is to understand each participant’s insights before you start the session.
“What’s Hot” Moment. Make sure you set aside some time on the session agenda to poll each participant about what they see as industry trends related to the topic. Using the time for both industry-related and ear-to-the-ground type observations avoids the perception of pitting one idea against another.
Powerful Questions. Always use their imagination phrases like “Think about…”, “Imagine…”, and “Consider…” to stir creativity among participants. It is even more important when leading remote meetings to summarize the interim discussion with leading statements or powerful questions that are partially devoid of jargon. This tends to spark comments from participants who are not mainstream thinkers.
Post-Session Survey. This is more than simply providing the minutes of the session. Get back on the phone and touch base with each participant. On-line surveys are good substitutes if each participant cannot be reached by phone.
As a Participant
Presession Discussion with Creative Participants. If you known the participants, try to touch base by phone with creative participants who you know may not speak on the conference call. Speaking by phone is usually better than electronically if you do not know the participant well. Gain the insights before the conference call and develop some collaborative approaches.
Avoid Putting Other Participants on the Spot. Yes, we want those creative, non-traditional participants to speak up but the reason they are not speaking is because they are uncomfortable. Save, or build, your relationship — develop a collaborative strategy in advance or follow-up later.
Post-Session Follow-up. Examine the conference call attendee list. Determine how much each person spoke and if someone got quiet as the session went on. Make the follow-up phone call to have a one-on-one discussion.
Moving Forward
The COVID-19 era of no-contact conference calls has stymied our creativity. Creative, non-traditional thinkers are where we gain the greatest insights and they are not going to speak up on stale conference calls. Make extra time and effort to gain their powerful insights. Think of that extra time and effort as a replacement for the travel time saved. The most powerful insights are gained from those who do not fit in with the larger group.
