2/4/21
SO, YOU’RE ORGANIZING AN ONLINE MEETING…
You know what it takes to keep a meeting going when you’re all gathered in a room.
Here are a few steps to transition your in-person meeting to the BEST ZOOM EVER!
Royal Blue Rotary Leadership Colors Azure Sky Blue Gold R23,G69,B143 R0,G93,B170 R1,G180,B231 R247,G168,B27
Secondary Colors Cranberry Turquoise Violet Orange R217,G27, B92 R0,G153,B153 R135,G33,B117 R255,G118,B0
-AGENDA- CREATING YOUR OWN ZOOM SPACE
§Technology Requirements
§ Who, When, Where, Why & How!
§Successfully preparing for your Zoom Space
§ Preparing / Planning / Practicing
§Leading the Best Ever Zoom Space
§ Tools / Techniques / Tips
Royal Blue Rotary Leadership Colors Azure Sky Blue Gold R23,G69,B143 R0,G93,B170 R1,G180,B231 R247,G168,B27
Secondary Colors Cranberry Turquoise Violet Orange R217,G27, B92 R0,G153,B153 R135,G33,B117 R255,G118,B0
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TECH
Who: • Facilitators + Tech Host = TEAM!
When: • Develop your timeline now
Where: • Individual Zoom Accounts
Why: • Better tools & better control
HOW: LET’S TALK ABOUT TECH • Let’s introduce SAMI!!
Royal Blue Rotary Leadership Colors Azure Sky Blue Gold R23,G69,B143 R0,G93,B170 R1,G180,B231 R247,G168,B27
Secondary Colors Cranberry Turquoise Violet Orange R217,G27, B92 R0,G153,B153 R135,G33,B117 R255,G118,B0
TECH
PETS Conference Tech Host
REPORT YOUR TECH HOST NAME AND EMAIL & PHONE # TO SAMI BEFORE FRIDAY FEB 5TH. [email protected]
SAMI WILL SEND YOU AND YOUR TEAM A DETAILED EMAIL WITH INSTRUCTIONS & VIDEOS ON SETTING UP YOUR ZOOM LINK
THERE WILL BE 2 HANDS-ON OPTIONAL TRAININGS TO CHOOSE FROM: WEDNESDAY FEB 10TH @ 4PM FRIDAY FEB 12TH @ 10AM
Royal Blue Rotary Leadership Colors Azure Sky Blue Gold R23,G69,B143 R0,G93,B170 R1,G180,B231 R247,G168,B27
Secondary Colors Cranberry Turquoise Violet Orange R217,G27, B92 R0,G153,B153 R135,G33,B117 R255,G118,B0
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Prepare
Adjust your content to maximize the online format.
What works in person… does not always translate online. (Patrick's Jokes)
However… Virtual Spaces allow for new tools like polls, breakout rooms, chat box & reactions!
RETHINK YOUR MEETING
Royal Blue Rotary Leadership Colors Azure Sky Blue Gold R23,G69,B143 R0,G93,B170 R1,G180,B231 R247,G168,B27
Secondary Colors Cranberry Turquoise Violet Orange R217,G27, B92 R0,G153,B153 R135,G33,B117 R255,G118,B0
Planning
Use an agenda, set ground rules, and clearly outline next steps throughout each exercise and at the end of the meeting.
Use a timeline on your agenda for pacing throughout the presentation.
If background information is required, share it beforehand or be prepared to drop it into the chat box to share.
Design your meeting to encourage STICK TO MEETING BASICS participation.
Royal Blue Rotary Leadership Colors Azure Sky Blue Gold R23,G69,B143 R0,G93,B170 R1,G180,B231 R247,G168,B27
Secondary Colors Cranberry Turquoise Violet Orange R217,G27, B92 R0,G153,B153 R135,G33,B117 R255,G118,B0
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Practice
Practice with presenters and tech host so everyone is clear on the flow of the meeting.
Make sure they know how to request control and share their screens.
Log on early to test audio and make sure all presenters are on and look good. – Lighting
It is very important that all presenters go thru at least one rehearsal. PRACTICE
Royal Blue Rotary Leadership Colors Azure Sky Blue Gold R23,G69,B143 R0,G93,B170 R1,G180,B231 R247,G168,B27
Secondary Colors Cranberry Turquoise Violet Orange R217,G27, B92 R0,G153,B153 R135,G33,B117 R255,G118,B0
BEST ZOOM EVER Open the room 15 mins before the program begins and start to welcome.
Set a positive energy the minute participants enter the virtual room!
Have everyone rename themselves. exp: Name – City – State
Attendance Tips
Start on time & welcome everyone.
Give important housekeeping tips.
Set the intention for the day and share the agenda. KEEP IT ENGAGING Begin the program with an icebreaker!
Royal Blue Rotary Leadership Colors Azure Sky Blue Gold R23,G69,B143 R0,G93,B170 R1,G180,B231 R247,G168,B27
Secondary Colors Cranberry Turquoise Violet Orange R217,G27, B92 R0,G153,B153 R135,G33,B117 R255,G118,B0
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BEST ZOOM EVER
Focus on the camera when speaking. Use a strong voice, frame yourself nicely.
Also, keep an eye on the audience and use techniques like cold calling and addressing participants by name to keep it engaging.
Be present and mindful and don’t become your own distraction.
Inspiration and Connection!
Value for their time … “Getting Paid!” KEEP IT ENGAGING Start on time…. End at least on time!
Royal Blue Rotary Leadership Colors Azure Sky Blue Gold R23,G69,B143 R0,G93,B170 R1,G180,B231 R247,G168,B27
Secondary Colors Cranberry Turquoise Violet Orange R217,G27, B92 R0,G153,B153 R135,G33,B117 R255,G118,B0
BEST ZOOM EVER
The Chat Box is a great tool to keep things interactive!
Use your team to monitor chat boxes, answer questions during the meeting, and trouble shoot technical issues.
Solicit feedback from participants and adjust accordingly. • ”Shake your head if you agree” • “Give me a thumbs up if…” • ”Use your reactions to show expressions.”
KEEP IT ENGAGING
Royal Blue Rotary Leadership Colors Azure Sky Blue Gold R23,G69,B143 R0,G93,B170 R1,G180,B231 R247,G168,B27
Secondary Colors Cranberry Turquoise Violet Orange R217,G27, B92 R0,G153,B153 R135,G33,B117 R255,G118,B0
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BEST ZOOM EVER
When wrapping up Thank Everyone for taking the time to be with you and for contributing to the program!
Recap Intention at the end of program.
Share important take aways for the day, announcements and plug next steps.
At the end say Goodbye and encourage everyone to unmute and have a few minutes of social time/goodbyes KEEP IT ENGAGING
Royal Blue Rotary Leadership Colors Azure Sky Blue Gold R23,G69,B143 R0,G93,B170 R1,G180,B231 R247,G168,B27
Secondary Colors Cranberry Turquoise Violet Orange R217,G27, B92 R0,G153,B153 R135,G33,B117 R255,G118,B0
Tools
Tools for module delivery: • Breakout Rooms • Chat Box • Document Sharing • Polling • Reactions • Virtual Backgrounds
TOOLS FOR ENGAGEMENT
Royal Blue Rotary Leadership Colors Azure Sky Blue Gold R23,G69,B143 R0,G93,B170 R1,G180,B231 R247,G168,B27
Secondary Colors Cranberry Turquoise Violet Orange R217,G27, B92 R0,G153,B153 R135,G33,B117 R255,G118,B0
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Support
We are here to help!
Amber Scarborough [email protected]
Patrick Harrison [email protected]
Sami Khaleeq [email protected]
ASK FOR SUPPORT
Royal Blue Rotary Leadership Colors Azure Sky Blue Gold R23,G69,B143 R0,G93,B170 R1,G180,B231 R247,G168,B27
Secondary Colors Cranberry Turquoise Violet Orange R217,G27, B92 R0,G153,B153 R135,G33,B117 R255,G118,B0
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