Culture and relationship-building are important in a remote decision making meeting world
Your board has decided to move all voting meetings to a remote format, but you don’t want to lose the culture of friendly teamwork that has marked your organization up until now.
Good news! This can be simple to do, regardless of how tech savvy your members are. In this article, I’ll talk about some best practices for video streaming, content streaming, and of course, voting throughout.
→ One key step to translating your in-person culture to a remote meeting is streaming video of each participant and any documents being discussed.
Before getting into the specifics, it’s important to keep the purpose of the meeting front and center to your planning and to how you structure your meeting. If the most important outcome is a vote on a specific topic, make sure the streaming content and conversation are focused on the information needed for your attendees to vote.
If there are multiple decisions being voted on, make sure to keep the conversation and documents being viewed focused on each individual agenda item, and vote on that item before moving to the next topic on your agenda.
Also, within the meeting management solution, there should be a way for attendees to join the meeting’s video stream. This ensures that only approved attendees are able to join the video meeting.
Joining the meeting’s video stream will be different based on your video conference provider and what kind of device your participants are using:
Depending on your video conference provider, the video stream should open in another window or tab, allowing your attendees to view either the video or the agenda and information in the meeting management solution at any time.
If using a computer, your attendees should then put their screen into split screen, allowing them to view both the agenda and the video stream. This will also allow them to vote on agenda items when the discussion is over and it’s time to vote.
If using a tablet or smaller screen that does not allow for split screens, your attendees can either keep the streaming video open for the discussion portion, and then switch to the browser-based meeting management solution to vote, or use two devices. They can use the larger screen for the video window and a smart phone for the voting portion.
I hope this is helpful as you plan your first voting meeting with streaming video. A lot of these best practices can be applied to any meeting you are planning. But when relationship-building AND decision-making are your goals, it’s more important than ever to plan and ensure your meeting attendees are comfortable with the technology and format.