2020 was the year of the Zoom, and it’s likely to be more of the same in 2021.
For organizations looking to engage the public and host authentic two-way dialogs, moving away from traditional meeting rooms to virtual gatherings is especially challenging.
We began producing, hosting and co-hosting virtual public meetings even before the COVID crisis hit. While nothing can replace the feel, eye contact and handshakes of a live meeting, we’ve found ways to make virtual public meetings as easy and interactive as possible.
We recently produced a virtual meeting for focus groups interested in a Southern Arizona water project. Using Zoom Webinar as our platform, we augmented Zoom’s typical “Brady Bunch” boxes with additional features such as breakout rooms, live polling and a virtual whiteboard, which allows any participant to scribble down and share ideas in real-time (without the dry marker smell!)
The point is, virtual meetings don’t have to be stiff and boring! As Gordley Group’s online meeting producer, here are some do’s and don’ts I’ve learned over the past year:
Do:
Do remind participants to mute their microphones when not talking.
Do use the chat function to make your virtual meeting more interactive.
Do have some FAQ’s and answers on hand. Starting off Q & A’s can be awkward in a virtual setting.
Do record the meeting to make sure you catch all the questions and comments.
Don’t:
Don’t make your background distracting. Keep it simple. Set up where people won’t inadvertently walk behind you.
Don’t rely on your laptop battery. Connect your computer to a power source.
Don’t forget to preview your webcam and test your microphone and internet connection.
Don’t forget about lighting. More is better. Dark Zooms are deadly!
Kara Lehmann is Gordley Group’s Public Involvement Coordinator and virtual meetings guru. She can be reached at kara@gordleygroup.com