With COVID-19 creating a global stir, many of us are having to resort to the internet to connect us for our group meetings. Perhaps, you are already well-versed in the medium of virtual meetings and have often used Google Meets, Zoom, BlueJeans, etc., but when it comes to moderating you feel anxious about facilitating a quality conversation. Having moderated various virtual meetings and webinars, I have worked to compiled a list of tips that have worked for me in virtual space. These are tips on how to moderate quality virtual meetings.
A WARM VIRTUAL WELCOME
Say hello to everyone by name as they log in. Not only is this a way to offer a warm welcome, but you also do this as a kind of Video and Mic check. Let your members know if you can or can’t see their video feed and or hear their sound. If you cannot hear or see them, troubleshoot with each individual.
Quick Tips:
Never assume that your members know or are familiar with the platform. Take the time to walk through every detail and be use visual language when doing it.
Example
“Hello, ______. Thanks for logging on. Happy to have you here. Would you be able to me a quick wave (to check their video) and a “hello” (to check their audio)?”
“Tim, I see your video is not on. Would you be able to drag your mouse over the icon of a camera and click on it? It looks like a box with a triangle, and should be in the bottom right hand corner. [express where the icon is in your respective platform].ORIENT YOUR GROUP TO THE PLATFORM
Invitation Correspondence before the meeting
When you type that first email to invite your group to your meeting, walk through every detail. You may want to login beforehand and ask yourself: “What are the steps I am taking to get onto this virtual meeting?” And then type them up step-by-step. Virtual meetings are not intuitive for everyone! You don’t want to alienate or make someone feel incompetent just because they do not know how to type in a meeting code, turn on their camera, etc. Take additional care in that first email invitation. Be sure to communicate that you will be available up to 30 min before the meeting to help with any set up questions and add a work/cell phone number that they call, just in case they are still struggling the day of the meeting
Example
You can find at the end of this handout, a copy of an Email Correspondence for a Google Meet event. You will want to adapt this to your respective platform.
Quick Tips:
Find ways to help alleviate your group member’s anxiety by making yourself available! There is nothing more frustrating than dealing with new technology without guidance.
Orientation in the Initial Meetings
Take about 15 minutes of your first few meetings to orient your group to the platform by explaining the functional pieces of the platform. You will want to make sure they know how to mute, turn their camera on and off, and utilize whatever chat function is available.
Example (adapt to your respective platform)
“Here in Google Meet you will have access to a few functions. You will find at the bottom of the screen three circular buttons with icons in them. The one on the left with the icon of a microphone, will give you control of your computer mic. Clicking this, will allow you to mute and unmute yourself. The middle circle button, is a red phone icon, clicking this will make you exit the meeting. You will want to avoid this until the end of the meeting. The right circle button with the icon of a camera, will give you control of your computer’s camera. Clicking this, will allow you to turn on and off your video feed. For purposes of our meeting, I ask you to keep this on so that I can see your head nods and/or thumbs up. However, if you are uncomfortable with this, or don’t have access to a camera, know that that is okay! I will just ask those of you without a camera to utilize the chat function. Speaking of chat, on the upper right-hand side, you will see a button, that looks like the chat square similar to the icon used for text on your phone. When you click this, you will open the chat box. We can use this to chat to one another throughout the meeting.”
SET VIRTUAL GUIDELINES FOR YOUR CONVERSATION
You might consider yourself a loose and “freestyle” leader, however in virtual space a looser moderating style might eventually leave your group members confused and talking over one another. As the moderator you control the conversation. In virtual meetings, it is much harder to pick up on visual cues and body language. In face to face conversation one normally turns their head towards the person of whom they wish to address. Also, in in-person meetings we oftentimes open our mouths and/or point in someone’s general direction as they are speaking to express that we would like to respond to what they are saying. In virtual space, these bodily cues do not translate well, but there are ways that you can implement more virtual friendly cues and behaviors that will substitute to function similar to our in-person bodily cues.
Make your group aware of the communicative obstacles of this medium.
It’s hardly a secret that virtual meetings are not the same as face to face! Sometimes it is hard to put a finger on exactly why that is. We might not be aware of what we are losing in virtual space, like unspoken body language and understood addressing glances. So, In encourage you to make your group aware to this fact. This explanation can look very similar to what I wrote above.
Regardless of how you feel. Make sure to be positive about this medium. If you are not happy or excited about virtual meetings your group will follow suit. Explain to your members, that while you recognize the obstacles, that you are certain that the medium will feel relatively seamless if you and you group decide to agree to follow certain guidelines.
Delegate, Delegate, Delegate!
Lay down your guidelines.
Your guidelines are the new adaptive behaviors and virtual cues that you request of your members to keep a general rule of order in the meeting. You decide what this looks like as a moderator.
For consideration, here is a list of some general guidelines that I apply and request to have followed in my group meetings:
When you are not speaking mute your mic. This keeps white noise at bay, it also helps in keeping members from speaking out of turn and over one another.
(Quick tip: In most platforms, it is also indicated when someone unmutes, and so you can use this as a moderating cue that someone wants to speak.)
Don’t speak over one another or interrupt one another. If someone is talking and you would like to make an interjection make it known by either lifting your hand so that the moderator can see you want to speak, and/or typing that you would like to follow up in the chat box.
As best, as you can let the moderator know you want to speak. Even if it is just by raising your hand. The moderator will make sure to be diligently watching your video feeds and the chat comments, so as to delegate conversation in a way that everyone has their turn to speak.
Examples:
o I saw your hand, Jane. Did you have something to add or a question?
o I saw your unmuted your mic, Tim. Did you have a question?
o I see your question in the chat, Kim. Did you want to expound on that?
Address one another by name. In general, when you are speaking, especially in response to someone, make sure to introduce your response by addressing that person. (e.g. “Jim, I like what you said. I have a clarifying question in response…). We don’t have the body cue of a turned head to know who is addressing whom. So just address one another by name.
Affirm one another. If someone said something really good, and you want to affirm it but don’t know how to translate that virtually, give a very animated and muted nod, and/or put it in the chat box. (e.g. “Yes, I definitely agree, Jane!”)
Quick Tips:
Don’t be afraid to be a bit stern in the beginning. Making sure everyone is following your guidelines ensures a quality conversation for all your members.
In the beginning, you may find some of your group members not abiding your guidelines. That’s okay, just make sure to swiftly correct them, remind them that following the guidelines ensures a quality conversation for all your members, and that you do not want anyone to feel out of place or like they are not being heard. Don’t be afraid to respectfully correct people.
Example
“Hey Jim, thank you for your comments. However, Jane was speaking. Let’s agree to let people finish what they are saying before we speak. Remember, if you would like to respond, just give us a wave or shoot us a comment in the chat box, and we’ll make sure that you get your chance to speak after the person speaking.
FINAL COMMENTS
Technology is amazing. We are now able to connect with one another from all over the world! I know that even in this medium it can still feel a little disconnected, especially compared to the in-person meetings many of us prefer. Virtual meeting can feel a little foreign at first, but if you are conscious of the ways that the medium is different and find ways to adapt and accommodate to the differences, you will soon find yourself at ease and comfortable with Virtual Meetings. You may even find for yourself and your group other benefits utilizing this virtual medium, that you might not otherwise have in a more in-person setting.
When approaching Virtual Meetings: Be optimistic! If you are excited your group members will follow suit. Shared optimism among people, be it virtual or in-person, is what really ensures quality conversation.
About Jelyn Leyva
A Second-generation Filipina born in Tampa, FL, Jelyn Leyva graduated Moody Bible Institute in Chicago on May 2017 with a Bachelor’s degree in Women in Ministry and an Interdisciplinary in Theology. She is currently in Los Angeles, CA pursuing an MDiv at Fuller Theological Seminary with her emphasis in Christian Ethics. Having lived in various places in the US, Jelyn’s interest lie in the complex history and multi-ethnic life of the Protestant Church in the US. Her hope is to serve this church and its many colors with the consideration of traditional and contemporary theological scholarship.
Cover Image
Job Leyva. March 2020. “Connecting in an Era of Social-Distancing”