Virtual Meetings and Virtual Teams Using Technology to Work Smarter

Transcription

1 INNOVATION INSIGHT SERIES NUMBER 9 Virtual Meetings and Virtual Teams Using Technlgy t Wrk Smarter Yu need t have a meeting. Sme f the peple yu d like t include are lcated at ther campuses. All are eager t participate. But schedules and travel funds are s tight that nne f the participants can find the time t travel t ne lcatin t meet face t face arund a table. Yu want t maximize the benefits f interactin and synergy while minimizing the resurces needed t bring peple tgether. Yu want all participants t be able t cmmunicate at the same time, in real time, frm different lcatins. Yu decide yu d like t use technlgy t schedule a virtual meeting, cmmunicating withut having t travel. What are yur ptins, and what d yu need t d t have a successful meeting? The fllwing is a means t increase yur awareness f the ptins available, give yu sme pinters fr success, and prvide yu with resurces fr additinal infrmatin. It s nt a definitive review f ptins fr hlding a virtual meeting. This is a field in which the ptins are cntinually expanding. MEETING BASICS First, the cmpnents f a successful traditinal meeting still apply. Determine the purpse f the meeting yu will be having: sharing infrmatin; generating ideas; evaluating ptins; r making decisins. Let participants knw wh will be attending the meeting. Develp an agenda, and prvide it t participants, in advance if pssible, s all can be prepared. Fr each tpic n the agenda, indicate wh has the lead, and hw much time yu expect t spend n it. Identify smene t recrd the decisins made at the meeting, and afterwards prmptly distribute minutes cntaining thse decisins, next steps, actin items and individuals respnsible, and a prpsed agenda fr the next meeting, if there will be ne. If the grup will have a series f meetings, have the grup develp grund rules, s they knw what t expect frm each ther. If there will be just ne meeting, yu can prbably rely n cmmn curtesies, such as nt interrupting and being respectful f each ther. The Office f Planning and Institutinal Assessment supprts Penn State s effrts t plan. Imprve, and assess prgrams and services. We wrk t strengthen the capacity fr leadership, innvatin and imprvement. This material has been develped by and cannt be used r reprduced withut permissin f the Office f Planning and Institutinal Assessment, Penn State University

2 Virtual Meetings and Virtual Teams-Using Technlgy t Wrk Smarter VIRTUAL MEETINGS A virtual meeting adds a few mre factrs, since all at yur meeting are nt in the same rm The first factr is related t preparatin. Yu wn t be able t hand ut materials, s yu ll need t plan hw yu will be prviding all participants with any dcumentatin. Fax r may be available, but yu ll still need t allw sme time fr sending, receiving, and printing the dcuments. Make sure at the start f the meeting that all participants have all f the needed materials. Yu ll als need t make it clear during the meeting which dcument, and maybe even which page r sectin, is being referred t. The secnd factr is related t cmmunicatin. The mst frequent cncern regarding virtual meetings is that yu lse nn-verbal cmmunicatin. Even if yu can see the ther participants n a vide r PC screen, yu may nt be able t bserve the finer pints f their bdy language. If yu are in a chat rm, yu can t hear the tne f their vice. Hwever, there are als less bvius issues. Yu may nt knw fr sure that yur cmmunicatin was received. Yu may nt have any indicatin that thers are listening. Yu may nt be sure hw lng t wait fr respnses. These issues can be addressed by practively discussing them at the start f yur virtual sessin. They may als invlve adding a sectin t yur grund rules t specifically address issues related t a virtual meeting. OPTIONS FOR VIRTUAL MEETINGS Yu have several ptins fr yur meeting, and they are nt all high-tech. Fr mre infrmatin abut these ptins, check the Penn State University Web resurces listed at the end. The easiest ptin t start with is telephnes fr a cnference call. Technical requirements are simple: yu ll need a phne at each lcatin, and a speaker phne if mre than ne persn is at that lcatin. Yu ll be able t hear each ther, but yu wn t be able t see their face, bdy language, r hw they are referring t written material. A three-way call capability is available n all telephnes at University Park. Fr mre than three participants, Penn State s Call Center Services ffer several scheduling ptins. If yu d like t see the ther participants and their materials r dcuments, yu can use videcnferencing. There are tw appraches. The first is t meet in rms equipped with dedicated videcnferencing equipment, including ne r mre mnitr screens, camera(s), and a cntrl system. The secnd is t meet via PC, fr desktp vide cnferencing (DVC). Fr this, yu ll need a camera, micrphne and speakers at each PC. Bradband cnnectins will reduce delays in transmitting vide images. There are tradeffs f image quality, cst, access, and cnvenience between the tw appraches. A third alternative is instant messaging in a chat rm via yur PC. This is written, real time cnversatin via PC. A PC with the basics mnitr, keybard as well as Internet access is needed. Sme advance planning will be required t determine the instant messaging prvider yu will be using and dwnlad their sftware, generally at n cst, t each meeting participant. Participants will use buddy names, and yu may want t cnsider selecting names that will be easy fr each participant t assciate with each individual. Participants will need sme basic keybarding skills t be able t keep up with the cnversatins, If yu d nt need t meet at the same time, but need t exchange infrmatin, yu have additinal asynchrnus ptins: fax, vice mail, r an mailing list. This material has been develped by and cannt be used r reprduced withut permissin f the Office f Planning and Institutinal Assessment, Penn State University 2

3 Virtual Meetings and Virtual Teams-Using Technlgy t Wrk Smarter Finally, yu have Web cnferencing applicatins and Web grupware packages such as ANGEL (A New Glbal Envirnment fr Learning, Penn State s curse management system). Web cnferencing uses a Web brwser t allw yu t share presentatins ver the Web in real time, and includes instant messaging. Hwever, yu may need t include a cnference call fr vice cmmunicatins. Web grupware include bth synchrnus tls (chat rms, and pssibly vice r vide via yur PC) and asynchrnus tls (shared space fr dcument access and strage) tls. ADDITIONAL TIPS FOR VIRTUAL MEETINGS Use this checklist as yu examine the ptins and decide hw yu can increase the input t yur virtual meetings withut increasing yur time and cst fr travel. Planning yur meeting Select yur meeting medium: Lk fr a fit between the individuals in the grup, the size f the grup, the type f meeting, the meeting frmat, meeting length, and the technlgy available. Keep technlgy as simple as pssible t meet yur needs, s the technlgy desn t interfere r cmpete with the cntent r flw f the meeting. Determine in advance what, if any, technical persnnel supprt is needed and ensure that it will be available s yur meeting can start n time. Have a back-up plan if there are technical difficulties (this may be as simple as being ready t switch t a cnference call if there are PC difficulties). Distribute dcuments: allw enugh time fr receipt and printing f dcuments, and make sure all are in hand at the start f the meeting. If yu select an apprach using yur PC, Penn State s infrmatin technlgy security recmmendatins apply: use firewalls, antivirus sftware, and spyware prtectin, update yur security tls, and keep yur passwrds secure. D nt give any persnal r cnfidential infrmatin, especially when using yur PC fr a virtual meeting. Als cmply with any additinal PC security plicies in yur unit. At the start f the meeting Start with a face-t-face meeting whenever pssible if subsequent meetings will be virtual. Fr a ne-time virtual meeting, plan n intrductins f all participants if there are thse wh d nt knw each ther. If they d, a Hell frm each persn will allw everyne t knw wh is at the meeting. Cnsider a mre frmal pening, mderating, peridic summarizing, recrd keeping, and clsing t keep the meeting n track and the participants aware f prgress and decisins. This material has been develped by and cannt be used r reprduced withut permissin f the Office f Planning and Institutinal Assessment, Penn State University 3

4 Virtual Meetings and Virtual Teams-Using Technlgy t Wrk Smarter Review with thse attending any guidelines fr the meeting, such as stating yur name when yu speak (if there are thse wh wn t recgnize each thers vices), and whether yu plan t take a break during the meeting. Let the thers knw if yu may have t leave the meeting early, r leave and return during the meeting. Cnsider prviding sme indicatr t thse in yur wrk area that yu are in a virtual meeting, nt just wrking at yur desk, and shuld nt be interrupted. During the meeting As the grup leader r facilitatr, cnsider creating mre pprtunities fr remte participants t speak by specifically asking them if they have cmments, s yu dn t fall int ut f sight, ut f mind lw participatin. In a chat rm, cnsider using easily identifiable buddy names, and different clrs and fnts fr different individuals s yu can quickly tell wh s talking. Als, be ready t recgnize multiple respnses t ne cmment, and mderate the discussin s each respnse is addressed. Asynchrnus Cllabratin Ensure that all knw and agree n the task, and when each step will be cmpleted. Cnsider sending reminders, agreeing t send an annuncement t all when a step is cmpleted, r checking the central site fr prgress n a regular basis. These pinters have been develped t prvide yu with the infrmatin yu need t make the best use f technlgy in rder t cnduct successful meetings with satisfied participants. There are many ways t effectively use resurces and technlgy t increase the exchange f infrmatin and discussin, and increase effectiveness and efficiency FOR MORE INFORMATION Jude-Yrk, D., Davis, L., and Wise, S. (2000). Virtual Teaming: Breaking the Bundaries f Time and Place. Menl Park, CA: Crisp Publicatins. Lipnack, J. and Stamps, J. (1997). Virtual Teams: Reaching Acrss Space, Time, and Organizatins with Technlgy. New Yrk, NY: Jhn Wiley & Sns, Inc. Mittelman, D. D., Briggs, R. O., Nunamaker, J. F. Jr. (1999). Best Practices in Facilitating Virtual Meetings: Sme Ntes frm Initial Experience. Retrieved February 8, 2005 frm This material has been develped by and cannt be used r reprduced withut permissin f the Office f Planning and Institutinal Assessment, Penn State University 4

5 Virtual Meetings and Virtual Teams-Using Technlgy t Wrk Smarter PENN STATE UNIVERSITY WEB RESOURCES Digital Media Resurces. (2003, May 16). Instant Messaging: The Basics. Retrieved February 15, 2005 frm Digital Media Resurces. (2003, May 16). Web Cnferencing: The Basics. Retrieved February 15, 2005 frm Infrmatin Technlgy Services. (n.d.). ANGEL Help and Infrmatin Guide: Abut ANGEL. Retrieved February 8, 2005 frm Infrmatin Technlgy Services. (2004, December 1). Take Cntrl: Secure Yur Cmputer. Retrieved February 8, 2005 frm Infrmatin Technlgy Services Cnsulting and Supprt Services. (2003, August 19). Call Center Services: Audi Cnferencing Services. Retrieved February 24, 2005 frm Infrmatin Technlgy Services Cnsulting and Supprt Services. (2004, Octber 27). Desktp Vide Cnferencing Recmmendatins. Retrieved February 24, 2005 frm Infrmatin Technlgy Services Teaching and Learning with Technlgy. (2003, December 16). Building Blcks fr Teams Tips fr Virtual Teams. Retrieved February 8, 2005 frm Infrmatin Technlgy Services Telecmmunicatins and Netwrk Services. (2005, February 15). Videcnferencing User Services. Retrieved February 24, 2005 frm Fr mre infrmatin, cntact the Office f Planning and Institutinal Assessment at r psupia@psu.edu, r visit ur website: The services f the Office f Planning and Institutinal Assessment are prvided free f charge t The Pennsylvania State University and are adapted t the specific needs f departments r individuals. This material has been develped by and cannt be used r reprduced withut permissin f the Office f Planning and Institutinal Assessment, Penn State University 5