Facilitating a Videoconference

After face-to-face conversations, parties typically reach an 80% level of common understanding concerning what was discussed; this drops down to 40% during voice-only meetings. Videoconferences often achieve a 60% level of common understanding.

Here's some things you can do as the facilitator to increase the odds of effective communication.

Preparing the space

• Remove any TV's or computers on, or in the background, which could draw attention away from you or the participants.
• Avoid the cam from facing bright windows or lights behind participants.

Creating engagement

• If a new group, ensure everyone participating states their name and function as an introduction
• Use props such as a flipchart or whiteboard for capturing participant info.
• Try to ask questions to generate interaction as opposed to doing all the talking. Questioning should be directed to as many participants as possible.
• If multiple people want to comment at the same time, create a sequence for who speaks first, second, third, etc.
• Note people's facial expressions when trying to seek agreement on a decision.

Using visual aids

• Make sure props are clearly visible to the audience
• If you're scribing info make sure lettering is large and printed. Use dark markers only.
• Be specific when referring to materials participants will have with them. State page numbers and/or refer to chart or graphic titles.

Always act as if you're on live TV

• Don't forget that people are watching you - all the time. Pay attention to your vocal tone (e.g. loudness, pitch, rate of speech, etc.) and facial gestures.
• Look directly at the camera when speaking; this is an expressive medium and viewer participation increases when remote participants have the impression you're speaking directly to them.
• Avoid sudden movements, swaying, or tapping.
• Remember that your level of enthusiasm communicates your degree of engagement. How engaged you are will impact how engaged your viewers will be.
• Watch what you wear - video tends to pick up pastel and muted colors better than white, black or patterns.

Contingency planning

• Provide participants with instructions upfront in the event of technical difficulties.
• Have a back up plan if the technology fails such as audioconference accessibility.

Copyright 2006 - Facilitation First Inc. All rights reserved.

Michael Goldman is President of Facilitation First, a company that specializes in providing professional meeting facilitation and training. Visit their website at http://www.facilitationfirst.com for more information or call them at 416-465-9494. To subscribe to the company's free newsletter, email: news@facilitationfirst.com.

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