This week’s Effective Virtual Conversations tip focuses on a key factor which helps teams excel. In both the virtual  and in-person team space helping teams understanding their ROLES on the team, is a key activity. This becomes even more important when teams are remote and people may not have a sense of how their work fits together. This can lead to duplication, or impact when things are not done to time or scope, and have a domino effect.
Facilitating the conversation with your team about roles could be part of an upcoming team meeting.
Today’s post includes a short excerpt from Effective Virtual Conversations on page 353, As I write in the book, you might consider exploring questions such as:

• What are our roles?
• Where is there overlap?
• How do our roles leverage people’s strengths?
• In our work, what do we need to do?
• How are our roles supporting the performance goals, supporting our practices and supporting our WHY?
• What else is important for us to notice around our roles?
• What else is important for you to notice about roles?

Enjoy the start to your week,
Jennifer

It's time for another FlashBack Friday. This month we've been exploring teamwork skills required during times of complexity. A key theme has been to equip all team members with skills so they can do their best work. Earlier thsi week, I focused on skills for problem solving. If you have not checked out an older audio post #Teams365 #488, I invite you to do that now. Likewise, decision making skills are also important. Check out Teams365 #495 for another audio post on 2 Decision Making Skills.

​If you enjoyed these two posts, and are looking for more facilitation tools and processes to share with your team, do check out some of my past series including these posts on Facilitation. The posts range from virtual conversations to in person events. Check them out here.

​With best wishes,
Jennifer

​

Part of the workplace today is the ongoing change and complexity. This not only  impacts leaders but many of the team members we work with as well. Given this, it's important to take time to equip our team members with skills in a variety of areas including today's focus, problem solving. Given that team members may be working remote, or may be working more autonomously, equipping team members with skills in this area is key.

Earlier this month we've looked at other kills such as curiosity and open-mindedness as well as experimentation. What other skills do you think your team could benefit from?

​Problems can take a number of forms - from not having enough resources, to not having the information we need. Equipping team members in this area could involve using problem solving skills like:

​Lewin's Force Field Analysis - this process helps us explore the forces that will both enable us in change, as well as hold us back. 

​The Fishbone - Originating out of Toyota, the fishbone helps us explore the varying factors around an issue. For example, if poor customer service is occurring, what are the issues feeding into this from a people, process, environmental standpoint. Identifying each of these factors helps us explore what is at play.

​Is/Is Not - As I wrote a short while ago, the is/is not tool, allows us to get clearer on parameters. Part of problem solving also involves this. Think about the problem or challenge you are facing, and make a list of what "it is" and what "it is not".

​Five Whys - The Five Whys tool gets us to unlayer an issue by asking WHY around each of the layers. If customer service is poor ask WHY? If that points to lack of training - ask again WHY? With that response - explore the next layer with WHY. Many coaching models also encourage this unpacking or unlayering of issues to root cause.


​What tools will help your team thrive?

With best wishes,
​Jennifer

It's time for Flashback Friday and I've dug into the vault for a past post on core skills for virtual facilitators. This month our focus here at the Teams365 blog is Virtual Leadership. Whether you are a team leader or team member, working in the virtual space places emphasis on a series of augmented skills in virtual facilitation.

Let's take a look at what I said in Teams365 #964: Virtual Facilitation Core Skills, and note for yourself, where your strengths reside and where your skills could use some shoring up:

"I spend a lot of time working with other trainers, coaches and leaders in helping them create more engaging and effective virtual learning. in the first decade plus of my career I spent a lot of time on the road, in the sky, in the field. As technology started emerging in the late 1990s with the advent of the internet I was keen on seeing how we could leverage tools and platforms for not only learning but also team development. Since 2004, when I started Potentials Realized, a bulk of our training and learning programs have been delivered virtually. In some months of the year - like July and August  - a 100% of our programming with teams and groups is done virtually.

Creating engaging and effective virtual learning environments is an art form as well as a science. In the next few weeks we'll be looking more in-depth at virtual facilitation - skills, best practices, platforms etc.

Today's post starts with some of the core virtual facilitation skills. What do we need to bring to the table in order to create more interactive, and engaging learning events, meetings and team sessions?

Here's a list of some of the top skills which help to make a virtual facilitators shine:
* Flexibility and adaptability (to navigate things that probably won't work the way you think they will)
* Process facilitation skills
* Exceptional communication skills - clear, concise, ability to adapt the message for different audiences
* Listening skills - being able to listen for the nuances, energy, distinctions and synergies in groups which are remote and often multi-cultural
*Creating connection with group/team members virtually
* An understanding of different cultures
* Being a great  host - there's an important host function as a virtual facilitator
* Confidence and knowledge of their presence (and the ability to be a chameleon)
* Strong observational skills and ability to integrate multiple pieces of information
* Technical skills with different platforms

and while it is not a skill, a robust toolkit!

What else do you see as core skills for virtual facilitators?"

I explore this topic much more in depth in my new and forthcoming book on Effective Virtual Conversations which will be out later this spring/early summer. Stay tuned and be one of the first to know about pre-release special events.

With best wishes,
Jennifer

We're back with another A-Z of Team Development Activities today, finally reaching O. O stands for opportunities and options.

Listen in as I walk you through a quick facilitated activity which you can use with your team to expand ideas around options with current opportunities. What you'll need for your team are:
Post it notes
Blank space (wall or table)
Thick markers for each person
And of course, an area you want to focus and generate some ideas around.

Here's today's video post (approx 4 min):

How might you use this activity to generate some new ideas for you and your team?

With best wishes,
Jennifer

Jennifer Britton, MES, PCC, CPT
Potentials Realized - Leadership and Team Development, Coaching, Retreats
Author of Effective Group Coaching (Wiley, 2010) and From One to Many: Best Practices for Team and Group Coaching (Jossey-Bass, 2013)
Email us to find out how we can support you and your team in getting your best results through coaching, training or a retreat program
​Looking for more cool things to do with your team? Check out our Potentials Realized store for books, emanuals, and the Conversation Sparker Cards.
(416)996-TEAM (8326)

A couple of weeks ago I started a new series here at the Teams365 blog around different team develompent activities team leaders, trainers, coaches and facilitators can bring into their work with teams. Team development is an ongoing process and it's likely that many readers are eager to try or find something a little different. That was the impetus behind this current series.

Let's take a look back at the A-Z of Team Development Activities so far:

Teams365 #1074: H is for habits. Watch this video at our Potentials Realized YouTube Channel (6 min)

Teams366 #1072: G is for Goals. Watch this video at our Potentials Realized Channel. (4 min)
Teams365 #1071: F is for Foil Modelling. Read the post here.

Teams365 #1070: E is for Exceptional. Watch this video. (4 min)

Teams365 #1068: D is for Decisions. Watch this video. (5 min)

Teams365 #1065: C is for communication.

Teams365 #1064: B is for Boundaries. Read this post.

Teams365 #1063: A is for Assumptions. Read this post.


Which posts have been your favorite so far?

Have a great Sunday,
Jennifer


Jennifer Britton, MES, PCC, CPT
Potentials Realized - Leadership and Team Development, Coaching, Retreats
Author of Effective Group Coaching (Wiley, 2010) and From One to Many: Best Practices for Team and Group Coaching (Jossey-Bass, 2013)
Email us to find out how we can support you and your team in getting your best results through coaching, training or a retreat program
​Looking for more cool things to do with your team? Check out our Potentials Realized store for books, emanuals, and the Conversation Sparker Cards.
(416)996-TEAM (8326)

Today's post explores four key mistakes virtual facilitators can make. These are things that can be useful to always keep in mind, regardless of the size or time of our next virtual event.

Mistake #1 - Not being prepared. A lot of things are going on when you lead a virtual meeting, training session or event. Keeping people's focus is #1 and because group members may not see you , they may be more attuned to the nuances of your voice. If they can see you while you are streaming everything will be picked up on.

Prior to any virtual event, consider what is going to support you in your preparation. How well do you know your materials?

Mistake #2  - Not Knowing the Technology
Every virtual platform has different nuances. Being confident and knowledgeable about your platform is a best practice. Take time in advance to check it out, even if it is only you on the line. most platforms come with detailed video tutorials and FAQs. Have these on hand and consider what could possibly go wrong, and if so, what you will do about it.

Mistake #3 - Not Knowing the Audience
Knowing your audience and helping them connect early on with the WIIFM (What's in it for me? ) sets everyone up for success. In the virtual domain, trust and connection plays an even more critical role in engagement. What can you do to meet or connect with the audience before you get started? This could be as simple as a personal email introducing yourself and the purpose of your meeting, or as elaborate and time intensive as short pre-calls with each person.

Watch out for these assumptions you might be holding about your audience"

• They know what the purpose of this call is.
• They came prepared
• They are not multi-tasking
• They know how to use the technology
• They all have the same needs
• They will follow up immediately with what they have said they would do
• Silence means they are getting it
• Silence means they are following you

Mistake #4 - Not having a contingency plan in place

Masterful virtual facilitators operate within the realm of contingency planning. In almost every post or speaking engagement I have given on virtual facilitation, expect the unexpected. What are the possible things that could happen with your program and what will you do if it does?

In my book, Effective Group Coaching, i introduced the accordion principle to facilitation. Where can you shorten the program if things are taking too long, and where can you elongate the program if you need more time?

If you haven't done so I'd also invite you to read Teams365 #972 and #973 which cover ten pitfalls you may face as a virtual facilitator and how to avoid them.

Have a great weekend,
Jennifer

Jennifer Britton
Potentials Realized | Coaching Team Leaders
Check out our newest on-demand course: Teams365 Teamwork Foundations
Follow us on Twitter @Teams365
Join us this fall for a 15 hour Virtual Train-the-trainer in the Virtual Facilitation Skills Intensive program. We'll be covering the best practices of designing and leading virtual calls. The program will be held on Fridays from 3 - 4:30 pm ET starting September 23. Click here to learn more and reserve your spot.

Yesterday we looked at five pitfalls for virtual facilitators. Ranging from tech challenges, to one participant not being able to get on the calls, to group members not hearing you, I also provided a couple of very practical tips around how to mitigate when these pitfalls happen. In the virtual realm it can be best to operate with the premise that pitfalls probably will occur so you can be proactive.

Today's post includes five more pitfalls and what you might consider doing if they happen. These have been taken from my Group Coaching Ins and Outs blog, where I have been blogging on group prgoram issues (coaching, retreats, and facilitation since 2005. Click on over for lots more posts on this topic!

Pitfall #6 - Technology Breaks down – Check out the services you are using and have a back up. Make sure your connection works from your landline and mobile (and voip). Sometimes there can be a difference as to what you can access and where. Know how to complete quick items like record, mute, unmute, raise hands, chat or work a white board. Practice is usually the only way to master these.

Pitfall #7 - No on, or fewer than registered, shows – Rescheduling can become a slippery slope.  Whether you have 4 people on the call or 40 people on the call, consider how your virtual program (or components of it) can be packaged for future benefit. How will  you record the call? What changes might need to be made to the process and approach? It is likely that people will be running late. A best practice is always to start and end on time, given that people are likely to be calling in at different times of their days. As a facilitation team consider how you are handling missed attendees and last minute cancellations.

Pitfall #8 - Low energy: Virtual programs can be challenging for new facilitators in terms of the energy and feedback you receive. If you are using only a phone based system, other than enabling people to raise their hands in response, or signal on their keypad their agreement, it may feel like you are talking into a black hole. Your energy is imperative in keeping the flow going.  Remember too that it is critical to engage your group members every 5-7 minutes. Without involvement and engagement it is challenging for anyone to continue to focus, let alone participate.

Pitfall # 9 - Lack of connection felt by the group - It is surprising how facilitators overlook how important it is to build connection amongst group members. Connection is an essential ingredient for group coaching, and is an important foundation even with a telesemianr or teleclass which may be more content focused. Engagement levels will be impacted if group members do not feel connected with the host and/or others.

Solution: Consider how you can build connection (as appropriate) amongst group members. If it is an extended program are you giving air time for everyone to speak? Are you encouaging that people send out a bio/photo between calls? For one-off engagements are you posing questions to the group which they can respond to verbally, by email/chat or by using their key pad?

Pitfall #10 - The multi-tasking mindset -  The multi-tasking mindset can be common place for many of us. What can you do to capture people's attention and keep it focused.

Solution: Consider these questions: Are you making a request for people to disconnect from other technologies? Are you changing the pace frequently (ie. every 5-7 or 10 min)? Are you creating opportunities for individuals to pause and engage at their desk? What engagement strategies are you employing? Check out Teams365 #967 for Four Tips for Keeping Virtual Events More Engaging.

What other pitfalls are you concerned about? Let me know and I'll feature it in a future blog post.

Best wishes,
Jennifer

Jennifer Britton
Potentials Realized | Coaching Team Leaders
Check out our newest on-demand course: Teams365 Teamwork Foundations
Follow us on Twitter @Teams365
Join us this fall for a 15 hour Virtual Train-the-trainer in the Virtual Facilitation Skills Intensive program. We'll be covering the best practices of designing and leading virtual calls. The program will be held on Fridays from 3 - 4:30 pm ET starting September 23. Click here to learn more and reserve your spot.

Back in 2014 I did a post on Meeting Management Faux Pas. you can read it here. Today I thought I would focus on five virtual meeting faux - pas:. Keeping these five points in mind can move your meeting from one characterised by "Death by conference call" to one that is engaging.

Five faux pas to watch for include:​
1. Not having an agenda and sticking to it - as I wrote in yesterday's post, it is important to have a plan which you share with others (so they can input into it before the meeting), and one that you refer to throughout the call so people know where you are and where you are going.

2. ​​Not starting and ending meetings on time. This is critical in the realm of virtual meetings, particularly as it is common that people will be at different parts of their day.

3. Not calling on people you haven't heard from - Virtual Meetings, particularly  when you can't see each other - are a ripe opportunity to multi-task and sign out. Let people know what's expected so when you do call on people ​ it's part of the norm and not being seen as "being picked on". Engagement approaches will be another topic addressed in the next week or two here at the blog

4. Not rotating meeting times - when you do lead a global team it can be important to rotate meeting times so it's not always the team members in Asia or somewhere else who are calling in at odd hours. Be aware of time of day considerations when scheduling virtual meetings. Where feasible rotate this.

5. Not being clear on what's been agreed and who is accountable - Make sure you remind people throughout a virtual meeting about agreements,, key points and also where you are going to next. It's easy to say a lot of "yeses" and then forget or not be clear on what was agreed upon.​

What other virtual meeting faux pas do you see?​

I'll be going more into detail around all of these, as well into strategies and best practices to avoid them during the Virtual Facilitation Skills Intensive starting February 4th. this five week Virtual train-the-trainer provides you with information on best practices and practice in virtual facilitation. Leaders who are responsible for leading virtual meetings, or leading webinars and other virtual learning events will find this course useful.  Click here to learn more.

Best wishes,
Jennifer

​​​Jennifer Britton
Potentials Realized | Coaching Team Leaders
Team and Leadership Development | Coaching | Retreats
Join us in January for a Teams365 Coaching Group
Follow us on Twitter @Teams365
Phone: (416)996-8326
​