att mötas

digitalt

Om vad ett
digitalt möte
behöver tänka på
för att ge
så många som möjligt
rätt förutsättningar
att delta efter bästa förmåga.

ATT MÖTAS DIGITALT

En kortare film som visar några informativa segment från den interaktiva föreläsningen Att mötas digitalt (90 minuter).

ABOUT DIGITAL MEETINGS

2020 brought the demand for many meetings to become digital. If done properly, digital meetings (video conferencing) can not only be highly efficient, but also bring new functionality and reduce environmental effects from travel.

How to best conduct a digital meeting? Just throwing that powerpoint meant for the conference at people over the internet is usually far from successful. Meeting and interacting with people through digital channels is different from face-to-face communication. Compare it to reading a physical book, versus listening to an audio book. Or why not the experience of swimming with a shark using VR-goggles, compared to actually meeting a real one in the ocean. 

Re-thinking education and interaction between individuals into a digital format not only provides a substitute to the meeting room – We can go beyond and reap benefits and gains from new smart technology.

 Less – assumption. More – let’s find out. Keep in mind that people operate and require approaching in different ways. Quite likely there are needs that you have to understand and respect.
Most digital-meeting applications offer text- and sign language interpretation. An easy way to find out how that works is consulting the Unique Power Network.
Allow access to the digital meeting room well in advance – let’s say 20 minutes ahead – to allow participants to familiarize themselves with the platform and digital environment.
When displaying a picture, describe what it shows and perhaps also what it communicates. There is a technique called Visual interpretation. Google it!
Add gestures and expression of personality on camera. They are key elements in communication and an accessible meeting.
_Time_
There are both short- and long-term time aspects to consider. A few days before the meeting, share the agenda with participants over e-mail. Or why not present it through a short film? A movie could be a nice introduction to on-screen interaction. Well in advance, communicate format and digital application to be used. This will give participants plenty of time to install, login and test. Make sure to ask participants to try out the application, sound and video before the meeting. Remember, if the meeting is recorded, all participants have to be notified according to regulations on integrity such as GPDR.

_To Mute – or not to Mute_
Select “Mute, on entrance” for all participants. This will avoid everyone’s speakers emitting “hello… can you hear me..:”, clearing of throats, coffee being poured etc, which otherwise becomes the undesired intro to the meeting. 

 _Video – or not to Video_
Select “Video on, on entrance”. This means that everyone participating must be prepared to be seen, stay focused and participate. Allowing participants to turn off Video will lead to everyone making a conscious decision as to what level of participation they want to bring.

 _Pre meeting access_
Launch the meeting and allow access well in advance. Participants can then without stress access, test out and familiarize themselves with the digital environment.

_Music_
Try playing music before the meeting start. The music communicates a mood and an expectation that something exciting is soon to come. The alternative ‘digital silence’ can be quite stiff and is a poor platform to launch from.

 _Chat_
Managing the meeting chat should preferably be assigned to another individual than the meeting leader. This will allow the leader to focus on agenda, participants, what is said and by whom on the screen. Establishing ground rules on how to interact through the chat at the start of the meeting is also recommended.

_Lighting_
Taking the room lighting conditions into account, consider where you would like to place yourself. Windows or a highly bright background may feel scenic, but the camera will likely over-expose background to white and your face will appear in dark gloom. Contrast is not your friend.

Ceiling lights may work well for your desktop, but bring heavy shadowing in your camera picture. 

Preferable is indirect lighting coming from the front, towards you. It will leave you as the most illuminated and perfectly exposed part of the image, and the background secondary (as it should be). Next level is to arrange for some ceiling-hung curtains surrounding your desk, keeping stray light and noise out.  

_Sound_
Sound is very important and can sometimes require minor technical leveling-up. Modern workstation-type of computers are often equipped with dual speakers and a good quality microphone. If you work on minimalist equipment like an Ipad or a small lightweight laptop, a good quality headset or external microphone can greatly improve your experience. Do check the microphones position relative to earrings, necklaces etc. A headset microphone traveling back and forth over a zipper can create an impressive level of temporary chaos.

Remember – Muting is an absolutely marvelous function, hard to over-use.

_The background_
Be picky and conscious about your background. It communicates. Some will say that a relaxed one-tone single colour is ultimate. Another wants stark home-life-reality projected. A third will want to tell an intricate story of their backpacking identity through their own paintings and hand-crafted artifacts.  

Find your own path, but remember that too little might be a bit bleak, and too much might zap attention from your message._Lighting_
Taking the room lighting conditions into account, consider where you would like to place yourself. Windows or a highly bright background may feel scenic, but the camera will likely over-expose background to white and your face will appear in dark gloom. Contrast is not your friend.

Ceiling lights may work well for your desktop, but bring heavy shadowing in your camera picture. 

Preferable is indirect lighting coming from the front, towards you. It will leave you as the most illuminated and perfectly exposed part of the image, and the background secondary (as it should be). Next level is to arrange for some ceiling-hung curtains surrounding your desk, keeping stray light and noise out.  

_Sound_
Sound is very important and can sometimes require minor technical leveling-up. Modern workstation-type of computers are often equipped with dual speakers and a good quality microphone. If you work on minimalist equipment like an Ipad or a small lightweight laptop, a good quality headset or external microphone can greatly improve your experience. Do check the microphones position relative to earrings, necklaces etc. A headset microphone traveling back and forth over a zipper can create an impressive level of temporary chaos.

Remember – Muting is an absolutely marvelous function, hard to over-use.

_The background_
Be picky and conscious about your background. It communicates. Some will say that a relaxed one-tone single colour is ultimate. Another wants stark home-life-reality projected. A third will want to tell an intricate story of their backpacking identity through their own paintings and hand-crafted artifacts.  

Find your own path, but remember that too little might be a bit bleak, and too much might zap attention from your message.

Once the meeting is summarized and ended; stay in the digital room! Let the participants leave at their own pace, just as they would collect their impressions, thoughts, pens and empty coffee cups in the ordinary meeting room. Why not put on some music or go about some other business on-screen. Just make sure you are the last person out of the meeting. This will avoid that cut-off feeling from a sudden black screen that somehow ends the magic too abruptly. 

Distribute a summary of the meeting and highlights from discussion and chat. Maybe as a short movie? Perhaps you can include especially interesting video-segments (remember GDPR). Let benefits of the visual and digital experience continue also in the follow-up.

OLIKA MÖJLIGHETER ATT LÄRA

Boka enskilda timmar för att göra dig till en riktigt bra digital mötesledare.

Passar dig som spenderar en hel del tid i digitala möten och vill hitta den gyllene vägen för att energin och resultaten ska fylla det digitala rummet.

 

Genom att göra det du lär, skapar du din egen form som digital mötesledare.

Genomförs gruppvis för bästa lärande. Passar den grupp som ofta ses och som behöver komma vidare.

Under 1/2 dag
*** Föreläsning
Utgår från kunskapen i pdfen Att mötas digitalt. Föreläsningen varvas med korta pauser, break out-rooms osv och fungerar i sig själv som ett bra exempel på hur en informativ timme kan planeras.

*** Individuellt- alternativt Grupparbete baserat på lärdomar
Deltagarna delar sina upplägg/presentationer/planer  och justerar efter de nya kunskaperna.
  
*** Redovisning och reflektion
Redovisning av de största effekterna, svårigheterna och motstånden.
 
Under två separata tillfällen
*** Handledning
Digitalt möte öppet för alla att gå med i, bli handledda, dela tankar osv.
Tobegin delar nya insikter och rön.

Boka en inspirationsföreläsning till ditt företag. Föreläsningen utgår från pdf:en Att mötas digitalt.

Passar företaget som ser en framtid med sina kollegor både på kontor och på nätet.

Utbildningen har vi döpt till digital facilitering och allt om den hittar du under Förändra i menyn längst upp på sidan.

Passar de som vill kunna förflytta sig från problemfokusering till lösningsorientering.

kontakt@tobegin.se

0730 61 57 57

HÄR FINNS VI

VAXHOLM
MALMÖ
ZOOM

KONTAKTA OSS

0730 61 57 57
kontakt@tobegin.se