Thread by @jhybe

Someone asked me for advice on remote meeting since I’ve worked in a virtual team for more than a decade. With more online gatherings becoming more likely w/ #coronavirus, thought wld turn this into a [thread] instead.

Some lessons learnt on having #remotemeeting

1. Decide which platform. Generally, find the most appropriate tech (rather than the most shiny one of the moment). Some things to consider:
- Need to set up accounts? (e.g. Skype)
- Need to d/l an app? (e.g. Zoom, Goto meeting)
- Heavy machine power to run?

Generally, I prefer browser based, no sign-ins needed.

My fav go-to is: meet.jit.si - encrypted, open source, no need to sign in, can manage a bunch of users. But sometimes it can be a little buggy.

Second fav for browser based, no sign-in is whereby.com (used to be appear.in) - but is proprietary software, & free version only allows up to 4 users. Audio & video quality is really good tho.

So it kinda depends what you are using it for.

- Planning meeting betw a few people? (then all mentioned wld work)
- More of a larger workshop/workgroup setting where you need a whiteboard? Then maybe something like Zoom is better. Can also help cue speakers

I’ve only used Mumble a couple of times, but that is kinda great too - mumble.info

Esp if mainly for audio chats, and speaking w/ ppl that have diff connectivity realities.

2. Come up w/ an agenda

- Super important for online meetings. Get this agreed on before hand - maybe use email or something like mattermost/slack to come up w/ it together.
- Try not to use online meetings for status updates - think conversation, not reporting

- Ellen Springer shared this as a possible agenda framework w/ us (at @APC_News) once:
P (purpose)
O (outcome)
P (process)

Decide on these 3 things, and it can help you have a clear agenda

@APC_News - For important updates that everyone needs to know before the meeting, get this circulated before the meeting so everyone has a chance to read it before.
- Again, it can get tiring fast to meet online (more on this later), so don’t use it for reporting if you can help it

@APC_News Bear in mind, this is about running meetings. On how to run a remote workshop or webinar, that’s a totally different kettle of fish. And we can get to a conversation on that later.

@APC_News 3. Distribute roles - facilitator, note taker(s), time checker, and I also kinda like where possible, energy checker.

If this is a rotating meeting, then have the roles rotate too. At my previous team, we jst did this by alphabetical order.

@APC_News Facilitator:
- Facilitating process to develop agenda
- Hold space and pace of the conversation (whose speaking/not etc)
- Making sure as much of agenda gets covered

@APC_News Another handy thing I learnt from the amazing ppl of @BLACKLUNCHTABLE - I also like to ask a grp of ppl if they identify as introverts, extroverts, ambiverts or natural facilitators - it helps everyone to get a sense of communication style and energy in the room

Also, fun fact - people who identify as introverts in embodied spaces sometimes identify as extroverts in digital spaces ;)

But jst more importantly, as a facilitator, pay attention to space being filled and engaged w/ by diff energy styles

#facilitationgeek

Notetakers:
- Always have at least 2. And may the lightning of feminism strike you if you:
a) Don't pay attention to the gender/age of who always ends up taking notes
b) Think note taking is not-that-important labour. It is critical. And labour is fucking political.

A really great way to help people follow convo is to open up a collaborative pad for the notes. E.g. pad.riseup.net - love it! Open source, collaborative & @riseupnet rocks. But the notes aren’t there 4eva - transfer it elsewhere when meeting is over.

@riseupnet Or run your own install of etherpad.org in your own server (if you have one running)

@riseupnet Time keeper: Self explanatory

Energy checker: Someone who helps to pay attention to the energy in the space. So if it’s getting a bit low, bring it up and suggest a disruption in the flow, whether in body or in topic :)

4. The space you’re making together

- Really impt & often neglected, what’s the comms culture of the online space you’re holding together?
- E.g. while at the Women’s Rights Prog team at @APC_News - we start every meeting with a personal check in - how was your weekend?

@APC_News Or what did you read, one cool thing you did, or one thing you’re grateful for (important for times of great shitshows)… you can ask anything, it’s a reminder that we’re not robots, even as we’re speaking through an online interface for work ;)

Speaking of #PeopleNotRobots - you can also make it a point to pause the call, and get everyone to stand up and stretch! Or go have a pee break. Generally, attention starts to fade at about 40 minutes - so a good time for a quick break for a 1.5 hours meeting.

5. During the call

- Check that all equipment & software works *before* the call. Nothing more painful than waiting for ppl to try & troubleshoot audio/connectivity issues before meeting. Try and ease collective pain by taking on this responsibility individually before the call

- As far as possible, join in the call from somewhere quiet/calm. It can be painful for others to hear cafe music or street traffic piped in through headphones, and can be quite disruptive to the space.

Sometimes can’t be helped, but try….!

- If you can, start & end the call with video! For most of us, having video calls is a connectivity luxury. But a quick one saying hi at the start can make a huge difference to the energy of the space. Everyone becomes a little more human :)

- Try and join the call with headphones - it really helps w/ audio quality, and not only about being heard, it’s the equivalent to hmm.. maybe wearing a dapper shirt or putting on lipstick to a meeting - it’s about being present (and audible).

- And when you’re not speaking, mute your mic. It makes a HUGE difference to the overall quality of the sound

6. Use the chat box!
- In person, you can interact w/ the space w/ your body, or make silly jokes, or the sound of your laughter. Online, the chatbox is where you do these things. It can make a difference in keeping the energy of the space collectively engaged.

- Some response (clap, <3, LOL, etc) can be signal to the room that you’re here and engaged.

- But don’t muddy it too much with actual points to the conversation - it’ll make facilitation a bit unruly. #facilitationtip - 1 conversation at a a time pls.

- You can also use the chatbox to signal you want to speak and add to conversation. Esp if you’re not using full blown paid apps like Goto or Zoom, and are relying mainly on chat boxes.

E.g.
^ for raising hand on new point
// for raising hand on f/up point

Goes without saying, it can be really tempting to be on a call while you:
- feed the plants
- clear yr inbox
- be in a car/bus/tuktuk
- get yr nails done..

Try really hard not to. When you’re not present, it’s actually felt. And doesn’t honour the time together

(I’ve also personally done at least 2 of the above before. #WeAreAllComplicit)

7. Prep & explore peripherals
- If you have presentations, prep them before hand. And the most important thing about presentations for any meeting is I find:

- What are the specific questions you want input or a discussion on?
- Frame them as open-ended questions for the convo!

Since it’s a remote meeting, you can also use one or two other online collaborative working tools to help you get the conversation you want.
E.g. online post-its for brainstorms;
Loomio for decision making: loomio.org; mind maps like mindmup for tracking ideas.

I’d love to hear everyone’s favourite online collaborative opensource working tools! Please share them generously and lets get everyone #FOSS -ing :)

Another important note about which platform, which tool - be aware that if you’re an organiser, and you’ll be getting a bunch of people to adopt whatever tool that is eventually settled on, the decision is definitely political.

Think abt hardware needs, connectivity, literacy barriers, and what kind of data is stored where by whom for how long & how much control everyone is going to be able to have on that at the end of the day. And as far as possible, let’s opt of #FreeAndOpenSource options

8. End on time
- So important.. start on time, and end on time. And if there is really a need to extend, get consensus, and try not to extend beyond 30 mins.
- 2 hours is probably your absolute MAX for an online meeting (with breaks).

For remote workshop-type things, I’d love to hear from those who regularly organise online learning or webinars. And some participatory methods that has been helpful. Personally, I’ve not run anything longer and 1.5 hours. But maybe there are other experiences and wld <3 to hear

That’s all I can think of so far. If more come up, will keep adding. And please also add yr experience to the thread. It’s a time to be generous and to build #intimatesolidarities & trust, even as we are in a moment of shared anxiety and asked to be distant!

#SalamCovid19 ;)

Oh! Someone whom I know hv not only worked on improving remote participation for huge global convenings, but has been a strong & sustained advocate of this is Ginger Paque for the global @intgovforum - diplomacy.edu/courses/facult…

DM me if you want to connect w her