Going Virtual When It’s Your Only Option

We’re all adapting to the new normal. The kids are screaming for a snack, the family is playing device Bingo so everyone’s virtual meetings can be accommodated, and somehow we need to transform that in-person engagement we had planned into something done in front of a computer. Some of us are more native to the virtual meeting world than others. We’re all doing our best.

As I shared last week, we are pausing our weekly Rules for Movement Messaging for a bit to share with the social sector some helpful advice for this unique moment. Last week, we shared five things nonprofit orgs can be doing right now to adapt. Today, I want to help those same advocates navigate this new working environment we find ourselves in.

The truth is almost nothing that works in an in-person setting works the same when done virtually. I spend a sizable portion of my working life physically in front of audiences, working a room, facilitating groups of people, and convening coalitions of advocates. When those convenings are forced to go virtual, it is a whole new game. For all of us trying to navigate this new virtual world, here are some helpful tips I’ve picked up along the way:

1. Strongly (I mean strongly) encourage all participants to attend a convening on camera.

   There is just nothing worse than showing up to a gathering where audience response is critical to the flow and substance of the meeting, only to find that half the room is in audio-only mode. It is virtually impossible to read a room when you can't see faces. Don’t be shy about calling out participants in the moment. “Charlie, I see you’ve joined. It would be great to be able to see everyone’s face if you don’t mind flipping on that camera. No judgement about your bed head.” When that doesn’t work, prompt participants with responses that can only be shown on camera. “If everyone can just vote now on a scale of 1-5 by holding up your fingers.” Those cameras will turn on pretty quickly.

2. Move people back and forth frequently between large group presentation and small group discussions.

   I use the breakout room feature on Zoom, which is very easy to navigate. Virtual engagements allow for easy distraction. You are asking people to participate in a meeting or presentation on the same screen as their email, Facebook feeds, and news sites. When participants know you are moving quickly from one discussion mode to another, they tend to stay engaged for fear of missing what comes next.

3. Help participants engage in different ways.

   No one wants to sit through a multi-hour presentation on their computer screen. Just like when you’re in person, you want to engage people in discussion, get them moving, and keep their attention. When you’re virtual, you can’t get people out of their seats and physically move around the room, but you can move between different engagement modes in ways that are unique to a virtual space. Create a google doc and invite people to react in real time – right in the document – to a prompt you have put forward. Ask people to indicate a reaction to something by holding up their hands. Take advantage of live polling options on zoom and other platforms. Use a virtual whiteboard to take notes and annotate presentations in real time.

4. Call out people by name.

   When you try to lead group discussions virtually, you will notice a lot more extended periods of silence than you might when you meet in person. Even when on camera, there is a comfort in sitting and not making eye contact that invites people to disengage when an open call for discussion is made. Break that silence by calling people out individually. “Jenny, what are your thoughts on this?” And it helps to warn them ahead of time. When setting up a prompt for discussion, drop in something like, “and Jenny, I’m coming to you next because I’m eager to hear your reaction…”

5. Work in moments of levity.

   These are not normal times, and sometimes it’s awkward to be joining gatherings virtually. Don’t treat it as just a different mode of working. Acknowledge when my five-year-old is drop-kicking his brother behind me on camera. Ask about the pictures on the walls behind a colleague. Better yet, ask participants to give a virtual tour of the room they’re sitting in. Or ask people to introduce the meeting to their pet, their child, or show off some item that is meaningful to them. These moments can help keep people engaged and invite more genuine conversation from everyone.