Virtual Meetings Norms
CO-CREATE YOUR TEAM’S RULES OF ENGAGEMENT OR VIRTUAL MEETING NORMS
Rules of meeting engagement or “meeting norms” are stated standards that refer to processes, preparation, and communication practices that can apply to any meeting. Virtual meetings may have some specific norms, for example:
Use the technology that is most accessible to everyone on our team
Test your technology before the meeting and resolve any technical issues
Use a phone line with audio clarity and stability
Do not multi-task (do other work) during the meeting
Follow an organized line up to ensure each person has a chance to respond
Find a quiet space to participate
Use the mute button at your site to prevent the transmission of background noise
Speak up to get attention if you have something to say
Turn on your video whenever possible and be camera ready
Meeting norms should be shared with your agenda at the top of your meeting, used to reinforce different behaviors, help you improve your virtual meeting process, and should be a short list of no more than six. Meeting norms should be co-created and discussed with your team, because for them to work everyone has to own them.
A 30-minute facilitated process can be used to discuss and create a draft for your meeting norms. See slide 30 for a simple recipe for doing this exercise as part of a virtual meeting. Alternately, you can use a process called Gifts and Hooks where participants share what gifts they can bring to create an engaging meeting and what they need to be engaged. Here’s an example using a virtual sticky note app. For more ideas on creating meeting norms, see this post.
Running Effective Virtual Meetings: Tools and Technique for Engagement