# data[].attributes.headline
PAIN POINTS: What do we wish was better about virtual meetings?

# data[].attributes.subject
PAIN POINTS: What do we wish was better about virtual meetings?

# data[].attributes.body
- Social interaction

We can't always see people's expressions and reactions during presentations and discussions, and this makes it harder to engage with each other

When people have their cameras turned off, we don't know if they are listening to us or not

Conversations are more formal and lack the serendipity of a face-to-face discussion. We have to wait our turn to speak, which reduces the opportunities for social interaction

- Fatigue

Online meetings feel very tiring, perhaps because we are staring at a small screen quite intensively rather than around a larger space, and we have to squint to look at the details of a presentation on a small screen, rather than looking at it projected onto a bigger wall

Most of us don't have large monitors at home, and may not wish to have them in our homes in any case (we still want home to feel and look like home when we stop work for the day)

Online meetings require us to concentrate more to ensure we can hear people and fill in the gaps that non-verbal communication might normally provide

There is no gap between online meeting sessions. You do not factor travel time into meeting planning, but instead can just flip from one meeting to the next, without leaving your chair. This doesn't allow any time for the mind to recharge, for physical movement to get blood and oxygen flowing, or even to refresh with a toilet break or drink.

- Formal Nature

We have to take it in turns to speak, and ask permission to participate by raising our digital hands, which doesn't feel very casual

The nature of online meetings requires pre-arrangement, so that there are no opportunistic chats or informal touch-bases  (we miss our pantry talk!)

- Discipline

Back to Back meetings are sometimes unavoidable, which means there is no buffer to prepare for the next meeting, and no time to recharge between meetings

Meetings often overrun and time management within meetings appears less disciplined than in face-to-face meetings (perhaps because there are no visual prompts from people at the meeting room door asking to come in, and also the presenter in a virtual meeting can often not see the time while presenting, which makes it easy to lose track)

The objectives of the meeting are not always very clear, hence  participants are not sure how to focus discussion in order to help the meeting end on time

- Etiquette

The social norms for online meetings are new to most of us, and we are still learning how to behave in a respectful and considerate manner

Some things that other people do sometimes feel irritating or disrespectful, although we recognise that in a face-to-face setting those actions would not feel like that

We are not sure how to raise things that we find distasteful or annoying, because we don't want to make a big deal of things - and everything in an online meeting has a more formal feel to it. So we keep quiet, and stay irritated...

# data[].attributes.headline
The DSG Guide to Better Virtual Meetings

# data[].attributes.subject
The DSG Guide to Better Virtual Meetings

# data[].attributes.body
We understand that remote, online meetings can feel tiring, overwhelming, and less socially engaging than we would like them to be.
Here are some ideas to help create better remote meeting experiences.
Scroll across to find the topic that's of interest to you.
Please feel free to add your ideas to this living document so that we can co-create the best online meeting experiences EVER!

# data[].attributes.body
While you're at this larger exercise, please take a minute to help us with this mini survey.  All responses are anonymous.
https://forms.gle/botCi49qXx1jh8JZ8

# data[].attributes.body
We are all still unpacking the social norms for online meetings, but here are some considerations to bear in mind when trying to be a courteous and delightful meeting participant!

1. Let me see your body talk! Even a brief period of turning on your camera and showing your face can help others read your body language, and gauge any concerns you may have about what they've presented. Conversely, your positive body language will be encouraging and reassuring!
2. Waterfalls! Go to the washroom before the meeting. If nature calls during the meeting - remember to turn off your camera and audio. This is for everyone's benefit, most importantly yours!
3. Silence is Golden! During presentations switch your audio to mute so that nothing distracts from the presenter's voice.
4. Fried Rice is not so much of a Paradise! If you are hungry, switch your audio to mute so that we don't have to listen to the slurping of that ramen or the crunching of those potato chips!
5. R. E. S. P. E. C. T. Respect the meeting participants by respecting the agenda timings. If the meeting is due to end at a specified time, don't drag the conversation on beyond that, unless you have checked with everyone present that they are ok with it.
6. You Keep Me Hanging On! As meeting organiser, don't opt for a long duration 'just in case' it's needed. Be thoughtful about how much time is realistically needed and try to set the timings so that people don't feel their time is being wasted.
7. Let it be! Do you really need to hold a meeting? Think about the purpose of the meeting - if the objectives can be achieved via other means, e.g. email, phone call, consider doing that instead. If you need a meeting, make sure everyone knows its objective and what the desired outcomes will be.
8. Say your name! When you start speaking during a meeting it's not always immediately apparent who is speaking, particularly during larger meetings. Start by saying "it's [my name] here." before going on to make your comment. This is especially important during presentation mode, where the presenter may not be able to see you at all.
9. Say it Loud! If you see people craning their necks to tilt their ears towards their computers, its a clear signal that no-one can understand your mumbling! Speak a little louder and articulate a little more clearly during online discussions to be sure that no-one misses any critical content you are sharing.
10. Let it go! If you find yourself getting too deep into details that are only relevant for 2 of you, leaving other participants disengaged, make a note to take it offline and continue the discussion later.

P.S. Spot the song titles! :)

# data[].attributes.body
One of the keys to keeping everyone happy during online meetings is to be well prepared, and to stick to the plan!
Check through the list below to help you feel cool, calm and collected during your next meeting.

Timekeeping
1. Set a realistic meeting duration, and allocate timings for each agenda item. This helps everyone to know what to expect.
2. Allocate time keeping responsibilities to one of the participants and ask them to give a 2 minute warning before each segment is due to be completed. Even if the time runs over, at least this becomes a conscious act by the meeting participants, rather than accidental drift.
3. Remember to factor in short pauses between agenda items for wellbeing &/or social bonding!

Roles and Responsibilities
1. If you are presenting material during a meeting, you have enough to think about, so seek help in advance from other participants to look after practical issues. Consider allocating a different person to be responsible for aspects such as social engagement, technical issues, attendance, wellbeing, note taking, time keeping...
2. Inform people when issuing the meeting invite of their expected role during the meeting, e.g. contributor, reviewer, approver, observer, etc.
3. Let people know in advance if there are any special instructions regarding their role, e.g. Fitness Guru - please can you lead a march-on-the-spot activity between agenda item 1 & 2.

Meeting Objectives
1. Only hold a meeting if that is the best vehicle for addressing your communication need.
2. Communicate the purpose of the meeting in advance so that people are clear about what to expect.

# data[].attributes.body
Choosing the right channel matters. Not everything needs to end up as a meeting. Apart from video conferencing, finding the right digital tool works equally well too! Some digital tools include:

1. Content Creation: Eg, MIRO, Google Docs
2. Document Sharing: Eg, Sharepoint, Dropbox
3. Channel-based Communications: Whatsapp, WeChat, Microsoft TEAMS, Google Hangout

# data[].attributes.body
Being sedentary is not good for our health, but endless online meetings can often leave us seated for hours on end, with our eyes squinting at a small screen, and unable to find time for refreshment breaks. Here are some ideas to manage meeting participant wellness.

Keep Moving
1. Allocate a Fitness Guru during each internal meeting! This can be anyone in the meeting. At the end of every 15-20 minute segment, the fitness guru can encourage everyone to stand up and stretch, or march on the spot for 30 seconds.
2.  During longer meetings with multiple presentations, encourage standing applause at the end of each presentation - this would bring a little fun into the meeting, would make the presenter feel GREAT, and helps to keep us moving!

Soothe your Eyes
1. Optometrists recommend resting your eyes for 20 seconds, every 20 minutes during screen use. Consider building this into regular meeting pauses.
2. During longer meetings, make an effort to look at the far side of the room or out of the nearest window, to allow your eyes to refocus.
3. Blinking regularly helps to keeps your eyes moist - so flutter those eyelashes!

# data[].attributes.body
Online meetings can feel more structured and formal than face-to-face sessions, and tend to focus more on notifying participants (1-way flow of information) rather than engaging them (2-way or multiple-flow of information). It can therefore help to make a conscious effort to bring social engagement into our meetings.
Think about including some of the following ideas into your next meeting:

Smile! You're on Camera!
1. It's very hard to bond with someone you can't see. You needn't keep your camera on during an entire meeting but it's nice to let everyone see your smiling face at some points during the online chats.
2. As a meeting host, think about setting 'backdrop' themes for your meetings, so that people can choose an interesting new image to upload and have behind them during the meeting. The themes could relate to the topic you're discussing, or could be something entirely different, e.g. choose whatever national day of celebration it is (National Doughnut Day; International Teachers Day; Halloween...take your pick!).

ChitChat Time
1. Allocate a couple of minutes at the start of your meeting to engage with everyone on a social level. e.g. ask everyone to comment on the best thing about their day so far. If the size of the group is too large to actively ask everyone to comment, ask one person to share, and then ask them to pass the question on to someone else in the chat. In this way a few people can share something, and everyone is attentive - just in case they end up being asked to comment next!
2. Consider setting a 'social' question at the start of the meeting, and ask a different person to answer it between presentations or agenda items. This helps to mix up the pace and content, and keeps things interesting. It also helps participants stay attentive.
3. Think about having an icebreaker activity to warm everyone up at the start of longer meetings, particularly collaborative ones where we need our minds to be engaged and focused.

Shared Experiences
1. For meetings whose sole purpose is to promote social bonding, think about creating shared experiences to do from home, but watch everyone else participating in. e.g. provide ingredients in advance so that people can all follow a cook-along class together; host a virtual book club; run an exercise session, create digital art, etc.
2. Share inspiring or moving videos  that can be watched together and discussed afterwards.

Nurturing Environment
1. Presenting online can feel lonely and unsettling - we don't know what people think of our efforts, as we can't usually see everyone's faces. Encourage participants to add comments to the meeting chat function, to provide a flow of positive feedback - tell the presenter what you're finding interesting or enjoyable, congratulate them on their achievements, etc.
2. When asking participants for feedback, help to encourage positive comments as well as critical advice, by asking everyone to offer one thing they like about the presentation and one thing they dislike or have concerns about. This actually makes it easier for participants to express their concerns, and makes tough feedback easier to handle for the presenter.

# data[].attributes.body
- Micro Meeting

PURPOSE: quick clarifications or one-to-one update on specific item

DURATION: 15 - 30 minutes

-  Knowledge Session

PURPOSE: Information Sharing. knowledge transfer, learning, team updates

DURATION: 50 minutes - 1 hour 50 mins

-  Collaborative Session

PURPOSE: Engaging others to problem solve, contribute, collaborate, design and/or plan activities

DURATION: 50 minutes - 1 hour 50 minutes

- Team Bonding

PURPOSE: social cohesion, inspiration, enjoyment, fun!

DURATION: 50 minutes - 1 hour 50 minutes

- Senior Management Meeting (SMM)

PURPOSE: Seek decisions on programmes/initiatives/policies; track progress of workplans/programmes and connect ideas relating to Dsg’s key focus areas; discuss issues on culture, value.

DURATION: 2 hours

- Brekkie meet🥗🥠🍕

PURPOSE: "REST AND RELAX" way of gathering (used to be every Friday @office pantry. At the moment, virtual via Zoom). Not compulsory. Enjoy delicious food prepared by Corporate Service unit.

DURATION: 1 hour

# data[].attributes.body
How to have more engaging, interesting, and dynamic meetings!

- Content

Take a tip from great storytellers, and bring moments of curiosity into your presentation. Provide teasers of interesting things you'll be sharing soon,  ask questions, highlight moments of friction or challenges that make people wonder if you've managed to overcome them.

Light-hearted humour can help to connect with your audience - but make sure that humour is appropriate for the type of meeting you're attending (team bonding sessions definitely YES! Collaborative sessions should be ok too) and for the audience. Humour needn't be about telling jokes. It can also be about choosing images that resonate in a positive way.

Keep your slides easy to read (remember people will be looking at them on a tiny screen rather than projected onto a large wall) - generous font sizes, images to illustrate, use visuals where possible. Animate busy slides so that the content appears on the screen as you tell the story about it. This helps the viewer keep track of your narrative. Email reading materials with more details if required.

Be engaging. 2-way conversations are more interesting than 1-way notifications. Let people know that you'll be pausing at certain points during the presentation to ask for inputs, or tell them there's a quiz at the end, both of which will help people to think actively about what they  could say.

- Structure

Schedule pauses or short breaks at regular intervals to keep people fresh and attentive (see wellbeing section for ideas)

Change up the energy levels of participants by sandwiching formal agenda items with social or wellbeing activities, even if just for a minute or so.

Have Commercial Breaks!

In advance of the meeting ask a couple of participants to choose a TV advert that they like - this can be played between agenda items to change the  focus and pace, and to keep things interesting! And as commercials are designed to be fast, it won't take up too much time.

Choose a different participant for this activity at each meeting

Icebreaker Activities can be helpful and de-stressing for new staff, and enjoyable for more seasoned employees. Simple ideas include asking everyone to spend 1 minute drawing the person in the middle of their screen. People then have to guess who we've drawn. Or ask everyone to think of one super power they would love to have, that begins with the first letter of their name.

Don't let the meeting drag, and allow people time to go to the washroom or grab a drink before their next meeting, by setting your meeting agenda for a maximum of 50 minutes, or 1 hour 50 minutes.

- Role Modelling

Be the person you want others to be during a meeting!

SMM – our leaders should lead by example

# data[].attributes.body
Before you send out your meeting invites, take a moment to think about the purpose of your meeting.
What are you trying to achieve by holding this meeting?
Do you need a long session or would a micro meeting suffice?
When you send out your meeting invite be clear about the purpose of the meeting, so that people know what will be expected of them as participants. THIS IS NOT THE SAME AS SENDING OUT AN AGENDA.
Different participants may need to play different roles during a meeting so let them know in advance. Some of the roles might include:

Advisor: check that the proposed plan is acceptable / provide advice

Approver: review presentation material and approve or reject

Observer: listen in on content so that you are up to date

Contributor: actively participate in making the proposal stronger

CHECKLIST FOR MEETING INVITES:

Decide which TYPE of meeting this is

Issue an Agenda along with a clear headline indicating the PURPOSE of the meeting

Indicate the ROLES that different participants are being invited to play

Set the DURATION to the minimum feasible level in order to keep the session focused