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Home / Project Management / Online Meetings – Lessons Learned

Online Meetings – Lessons Learned

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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

 

Project Management

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