A more dynamic and successful way of organizing virtual discussions

by Kelvin
A more dynamic and successful way of organizing virtual discussions 1

The initial outbreak of coronavirus and subsequent quarantine forced many victims to change their habits. Whether for educational, work, family or health purposes, most people have to install digital devices to reconnect. For those who dare to simplify virtual chat with little experience or for those who are attending for the first time, tips and advice from experts to make the session more dynamic and successful.

The first objective is to select the most versatile application for the type of chat offered, prioritizing applications that are all operated or pre-installed. This list includes the most basic and home like WhatsApp or Discord, Famous Zoom or Skype, even the most professional ones like Microsoft Teams or Slack.

  

"There's a lot available in the market and even though they're not the same, they're all about being friendly and easy to use. They have a fairly simple sign-up process, they have an intuitive graphical interface and offer lots of possibilities at no cost. more is needed, with unlimited footage, having to consider paid platforms ”, emphasizes Sebastián Rabai, Business Manager of Logicalis Argentina, a technology services company.

An interesting alternative is Google Meet that is, to shorten the distance by Zoom, today, the software drops this software, available to premium G Suite users, into free software. Also acknowledge up to 100 participants and the discussion (competition limiting them to 40 minutes) has no time limit.

The recommended thing is that the moderator entered the virtual room 20 minutes earlier, to verify that the headphones and microphones are operating at the correct volume, uploading the document, configuring any details about the authorization, welcome each participant and help the less experienced.

"This is the key pretest audio and be clear about how the tool will support the talk. The person facilitating the meeting must ensure an immediate communication channel with at least one of the participants until they are informed of any unexpected technical events, ”said Pablo Sanchez, Argentina's Baufest Trainer, a firm specializing in software and innovation.

Most applications let you connect from your mobile phone or computer. While the first option is more practical and dominates in an informal setting, the notebook is more functional, comfortable and relevant to the world of work or education.

"There are many activities of everyday life that are not usually done online but can be done without problems: for example, medical counseling or cooking courses, therapy sessions, games with grandparents," said Rabbi.

Once all participants are connected, the host must open the session, explain the basic guidelines of the event, make an introduction to the topic to be discussed and follow the agenda.

"The objectives of the meeting must be clearly stated in the call. Tell us what the team will do at the meeting and what the goals are. If external software is used, do the first activity in the meeting until the participants learn how to use it. Even if it's something new, it's a good idea pre-training"Sanchez showed.

Whether it is a one-time talk or presentation, it is important to share the material as it progresses so that those left behind can be guided through the course. Some apps (Zoom or or Google Meet) offer virtual white boards, where you can outline, draw, or freely share content live.

Things like that Webex or The Microsoft teamIn addition to live sessions, they allow us to collaborate continuously, whether online or offline. In other words, you can send or receive content no need to connect and that everything is stored in a shared tool where all participants can contribute and negotiate, "Rabbi explains.

"Silence does not mean agreement. Encourage everyone to participate, especially those who are silent. Also, do not assume that the meeting is satisfactory because the person who led it liked it. You should always ask for feedback at the end to gauge satisfaction levels and get opinions used to fix the following meetings. They cannot last more than an hour and are easily stopped in the middle"Sanchez explained.

The success of virtual meetings depends on the quality of the voice. A good alternative to isolating yourself from the environment is headphones with integrated microphone. For clarity, there are several microphones that connect to flaps and connect to audio output. There are other stand up, more professional ones, that include filters.

"Another moderator's role is, when one is not spoken, the" mute "(microphone) microphone. The source of uncontrollable noise can be overwhelming (children, pets, traffic or just moving in a chair) and very annoying when propagating between many participants, so it is recommended to enable only those who speak, "Rabbi said.

Another key aspect is the setting. Therefore the face looks radiant and you can appreciate the speaker gestures, you have to put yourself near the window. Never face, so that light does not fully affect the effect of excessive exposure.

Background pictures are another thing to consider. Standing in front of one of the shelves full of objects and books will only make the recipient enjoy viewing the book rather than attending the conversation. What it does show, is that our wallpapers are offered by Zoom, and some are moving.

Intervals can also occur in communications. "In the event of a quality issue, there is a need to reduce video usage and consider other factors that may affect broadband use, for example, other family members in video conferencing, downloading heavy files, use of online video platforms such as YouTube or Netflix, ”warns Rabbi.

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