The Virtual Meeting Coach

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May 13 th

Learning to Use Virtual Meeting Tools is Not For the Faint of Heart

Back in the 6th century BC, Lao-Tzu said:

“Failure is the foundation of success. Success is the lurking place of failure.”

So, during this fifth month of the year 2010, I’ve been wondering if this means that sometimes the fastest route to success is right through failure. What do you think?

For the last 10 days, I’ve been participating in a collegial exchange at LinkedIn in a learning, education and training group. One member of the group raised the question,”What do you think the ancient Chinese philosopher, Lao-Tzu, meant when he said, ‘Failure is the foundation of success…success is the lurking place of failure?’

Folks from around the globe have been weighing in on this question from a many perspectives. While I’m not any kind of authoritative interpreter of Lao-Tzu, I found myself provoked by the quotation and the question, too. I shared that it seems to me that…

“…Live, experiential learning environments provide real-world feedback. And this always includes feedback about failure. If we already knew how to do something, we’d already be doing it, right? I find experiential learn-by-doing environments with small-group coaching to be the fastest route to success. And it goes right through failure…”

I went on to describe a bit about the Madhatters Tea Party Group Coaching Programs as high-fun, low-pressure learning environments in which small groups of experienced trainers, coaches and consultants are transitioning from delivering high-value services in face-to-face meetings to delivering services in the very different environment of virtual meetings.

I shared with the group that I have deliberately designed the Madhatters Group Coaching Programs so that all participants – both Madhatters and Virtual Tea Partiers – have a chance to learn from their personal successes and failures as well as others’.

This means there’s not a lot of one-on-one handholding or upfront explanation going on in the Madhatters Virtual Tea Parties. There is quite a bit of communication through email and in two private online learning spaces – one for the Madhatters and one for the Virtual Tea Partiers. But, in the end, both coaching programs are based on two presumptions:

1)  Adults have enrolled because they want to learn more about using free or very low-cost virtual meeting tools in a safe, laughter-filled learning space and
2)  Everyone will be learning by doing.

IS A VIRTUAL MEETING COACH A DRIVERS’ ED TEACHER, A DIRECTOR, OR BOTH?
This means both the Madhatter presenters and their friends, followers and fans – the Virtual Tea Partiers – receive weekly guidance and coaching. But the Monday afternoon Virtual Tea Parties are always more like zany “on-the-job training” sessions than like “recitals.”

I’m calling the sessions Madhatters Tea Parties because so many of our expectations for how human beings can and should behave when we’re “meeting” are turned upside down, inside out, and backwards. That’s just the truth of the matter in virtual meetings, isn’t it?

Each week everyone has an opportunity to learn by doing. There have, so far, been some delightful displays of genius! There have also been some gnarly difficulties getting the free online tools to work as promised and some problems with participants’ computer and phone equipment. Sometimes things happen as planned, sometimes they don’t. Either way, there’s a ton of learning going on – via both successes and failures. Sometimes there’s frustration, but no one’s getting hurt.

A current Madhatter participant, Cynthia Winton-Henry, one of the co-founders of Interplay, calls me her “Driver’s Ed Teacher.” Another Hatter calls me her “Director.” She says I’m eliciting new kinds of creativity and performance from her well-honed talents – stuff she didn’t know she had available. From my side of the game, both “driver’s ed teacher” and “director” seem like pretty useful metaphors for the two ends of the spectrum we’re developing. On the one hand, none of the Hatters has run a truly interactive virtual meeting before and they all need to master the connectivity tools. On the other, every one of them is already a proven trainer, coach and/or consultant who knows her stuff inside out and upside down and only needs help repackaging her “magic” for delivery at a distance.

NEW CHOICES CAN BE OVERWHELMING
Using sound and text and visual images, simultaneously with other people – at a distance – can be a bit overwhelming for people using web meeting tools for the first time. It can be a big surprise to be not only permitted – but expected – to do more than sit passively and observe others’ slideshows or software demos.

Faced with the need to choose where to put their attention, some participants – Madhatters and Virtual Tea Partiers, alike – have frozen or gotten really frustrated. Do I track the continuous flow in the public text chat, start up a private text chat with someone I know, draw or write on the whiteboard or the presenters’ slides, or just use the telephone bridge to speak? HELP! When what you’re wanting to do is be as fully present as you can with others, that’s a lot to figure out at once!

Other participants – those who’ve already acquired a taste for and some experience with multi-media – have found themselves so stimulated and excited by all the channels available to connect that they’ve been using all the channels at once! Which makes a lot of noise – both visual and auditory.

And from my perspective, all of this is just perfect! Learning by doing – in a deliberately managed and intentionally playful learning space – allows adults at different skill levels to learn what they need at their own pace.

FRESH, HOT, ADVICE FROM THE FIELD
This week, I’ve asked Susan Kramer-Pope, our fourth Madhatter hostess, to share her best advice about leading your first virtual meeting, based on the tricky experience we had together Monday in DimDim.

Here’s Susan sharing with me and Tom Carroll, from EvolutionaryLearning.com, who’s been our background photographer and my valued thinking partner throughout this Virtual Meeting Camp.

NOW IT’S YOUR TURN
Now that you’ve heard from Susan, will you share your best advice for her – and other experienced trainers, coaches, and consultants – as they make their journey towards virtual meeting mastery? If you’ll do this, I promise I’ll compile all your responses and publish them here on the blog!

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  • cynthiawh

    make sure partyrs have the current software.
    laptops seem not to work as well with the new media
    for instance watching oovoo the video is stopping and starting…
    try to get on land lines is best.

    Welcoming
    put people together in pairs and have them practice.
    give people a link to a helper, outside land line or email.

    keep it conversational
    keep it spontaneous
    support the chat function.
    give people something to chat about.

    tech
    webcam? not necessary if we don't need to see…
    microphone? ear buds with cord didn't work.

    when is phone conferencing enough?
    listening and connecting is enough.
    when is virtual meetings the right form?
    we need to see a common tool, image, youtube,
    when we want people to see the leader
    have side rooms for working side by side or on different projects

    Can we have photos of people participating?

    Susan: relationship delivery comes first.

  • http://www.virtualmeetingcoach.com The Virtual Meeting Coach

    Yes, yes, yes, Cynthia! And yes again! Except the issue of less-than-optimum connection isn't laptops or desktops but that people need to be using current operating systems and have as much RAM as possible to use. Old equipment and older operating systems just won't keep up with the high-speed bi-directional flow we need to be fully interacting. Even a new $298 Acer netbook does better in this new “country” we're migrating to than an older and much more expensive laptop. RAM is so cheap now and so are new laptops and netbooks. We all need new gossamer wings…

  • http://www.gretchenwegner.com Gretchen Wegner

    We're learning so much about how to help people feel supported when attending virtual meetings!! I appreciate Cynthia's suggestion to identify “welcomer's” who can also be technology troubleshooters, if need be. for larger groups being attended by relative “newbies” to virtual meetings, this is so important, I think.

    By the way, I'm using an earbud and microphone that I bought special for these virtual meetings. I used it for my own party, and people seemed to hear me fine. It was expensive, but well worth the expense, me thinks, because it's more comfortable than wearing something tighter around my ears.

    I also love Susan's reflections about “relationship delivery is more important than content delivery”. Brilliant!!! It's a good question for us all to explore how we can “enrich the relational experience” as we lead virtual meetings. I'm compelled by Susan's question: “Are engagement strategies deep enough, or is there something else I can put in the design that will enrich the relational experience?” Connected to this question is the issue of what KINDS of technology do we need. Do we need to see the presenter in a video? Is voice enough? Do we need powerpoint at all? There is SUCH an interdependent relationship between content, relationship, and technology…VM rooms give us soooo many choices!

  • http://www.virtualmeetingcoach.com The Virtual Meeting Coach

    Amen, amen, amen, Gretchen! The whole conversation about Powerpoint is so very important. Not about the technology, but about the mindsets we have just assumed. Like that reading bullets from a screen helps people learn or remember something we want to share, instead of confusing them by taking their attention away from the essential connection we're making when we're addressing a group (“speaking”) using all the kinds of communication that's carried in the Voice. Like that a series of slides (either loaded with text or loaded with graphs) can – or should be – recalled, instead of used simply to foster a dia-logue (a flow between) people who have gathered to share their intelligence with each other. Ahhhh…there are so many assumptions we get to blow away now!

    And yes, VM rooms give us tons of choices to make…how exciting!!


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