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We held our 4th #PRSAMDWeeklyChat on Friday, May 1 where we “hacked” the virtual meeting. Led by Maryland Chapter administrator Peggy Hoffman, the chat delved into how we can alleviate some of the pain points of virtual meetings and shift them from dreaded to welcomed 

Listen below for the full chat or see recap for some of the top tips shared by all the participants. And for more tips, check out Peggy’s list at Virtual Meetings? Let’s Make Them Engaging! 

Tips for all participants:  

  • Use a virtual background such as a portable web around screen or virtual background (see Howfinity to learn how to add). Tip: use an image off a photo site such as Big Stock, IStock, etc., or have a professional do one for you.  
  • If not using a virtual background, know what is going on behind you. Be sure there is enough light but no glare. A light in front of you is recommended.  
  • The camera angle is key. Be sure to look into the camera, not at your screen.  
  • Raise your laptop up so you are not looking down.  
  • Put white piece of paper or foamcore below your chin to lighten the face (see 5 simple ways to improve your Skype calls for more).
  • Mute your mic until you want to participate. Also turn off email and calendar alerts. 

Tips for meeting planners:  

*Don’t have people just sit there … keep them engaged. 

  • Create a theme of the day. Be creative and make each day different. 
  • Have a powerful agenda. Review at top of meeting to stay on track. 
  • Use a slide deck only when you need it. Put it away when you don’t so you can see the participants.  
  • Use a virtual white board, i.e., Trello board, split screen (Zoom/Board) 
  • Split up into groups, i.e., Zoom Rooms. If no breakout options, use Google doc to collaborate in groups.  
  • Insert polls and fun slides into presentations. 
  • End early. Leave them all wanting more.

Getting and keeping participants engaged:  

  • Ask participants to change their names to something fun, i.e., superheroes, famous people.  
  • Ask people to do things, i.e., if someone has a great suggestion, ask them to post in chat.  
  • Use interactive buttons to keep participates engaged: Chat to share tips, comments; Reactions to insert Thumbs up/Thumbs Down, Clap Hands; Raise Hand to hold a vote.
  • Be human. Add fun items to the meetings such as wear or share fun items, i.e., Mickey Mouse ears, mugs ect.; have surprise guests, i.e., pets, family members; include a virtual tour of an animal farm via Goat-2-Meeting.
  • Allow participants to share as needed. Allowing people to share funny stories/ gripes/ tips for dealing has been really key at the beginning of internal meetings.
  • Encourage stretch breaks. 
  • Monitor to see if people are checking out. Be flexible. 

Additional tips on using Zoom:  

  • Zoom shortcut key: to Mute/Unmute microphone – hold down space bar when talking and release when not 
  • Know the difference between meetings (everyone is on video) vs. webinars (only moderator/presenters are on video).  
  • Copy chats after meeting using three ellipsis at bottom of chat.

Thank You to Our Chapter Sponsors

Thank You to Our Chapter Sponsors