Tip

What it may look like

Co-create rules of engagement

• Establish meeting norms up-front
• Use of technology
• No multitasking during meeting
• Find a quiet space to participate
• Follow an organized line-up to ensure everyone has a chance to respond
• Use mute button when not talking

Create the agenda

• Determine purpose of meeting
• Identify the objectives of what needs to be achieved by the end of the meeting
• Solicit input for the attendees in advance
• Limit the meeting to an hour

Solicit participation at the onset with a virtual icebreaker

Ask participants to announce themselves and answer a question.  Sample questions:

• What was your biggest challenge last week?
• What one word describes your mood today?

Moderate the meeting

• Set explicit ground rules and structure for the meeting
• Set checkpoints such as round-robins
• Create a level playing field by involving the quieter participants
• Engage participants by giving them things to do: scribe, timekeeper, “parking lot” attendant (for topics not related to current purpose of meeting)
• Bring participants back to purpose if they go off topic (“park it”)
• Recap achieved consensus for each decision made

Recap the meeting

• Close meeting with a recap of what has been achieved
• Prepare the team for next steps
• Confirm any action items and commitments made during the meeting
• Identify each person responsible for taking an action item
• Confirm date of next meeting
• Thank everyone for their participation