1. Context

• Project: BalticMuseums: loveIT!
• 2017-2020
• Touristic attractions, museums, IT specialists and universities in the South Baltic Region
• Co-financed by the South Baltic Programme

2. Situation & Challenge

• meetings for agreement of communication strategy and measures
• dispersed team (9 partners in different locations in 5 countries)
• no native English speakers
• mostly same time zone
• rare face-to-face meetings
• partly long-term partners, partly “newbies”
• reasonable internet connection and all had access to Skype

3. Solution & Learning
technology:

• use of Skype for online meetings combined with screenshare presentation and document

process:

• clear agenda, max. 1 hour call (if longer at least a break)
• ask to be logged in at least 5 min. before start
• send reminder on Skype about due start 5 min. before start

ask to mute microphone for those not speaking

welcome by moderator to everyone outlining who is in the call

each short statement with video on how everyone is/important things to share (socialising, face-to-face contact)

then moderator (or other speaker) share screen, take notes while other can see

• reassure everyone can see shared documents
• use go-round technique to ensure everybody got heard
• reassure for decisions that everybody has understood and agreement is achieved
• paraphrase what people said to clarify mutual understanding
• speak clearly, slowly, avoid idioms or slang

roles:

• moderator
• scribe

4. Video

>> Check out our video explanation