With the CoVid- 19 crisis, teleworking has become commonplace in many companies and organizations. Videoconferencing has also become an essential tool. But how do we maintain the group spirit that we hold so dear in these special moments?
As you may already know, team spirit and physical cohesion boost productivity, collective intelligence, commitment and motivation.
So how do you make every videoconference as efficient and dynamic as possible?
Today we're telling you all about it, and giving you all the tips you need to organize your next digital event.
Don't neglect the introduction!
At the outset, it's a good idea to give employees a little time to chat, catch up on each other's news, and establish a friendly rapport, to facilitate interaction and exchanges, which will make the meeting that much smoother later on.
Often, remote employees don't dare to communicate at the start of a video conference, and a gap develops between them. The idea is to give backspace to exchanges and to use the time of the welcome coffee to introduce a seminar for communication.
If your employees know little or nothing about each other, you can facilitate this initial phase with an ice-breaking video presentation. We've got plenty of ice-breaking ideas to help lighten the mood and facilitate those first exchanges.
Keeping participants' attention
It's no longer a secret that the most complicated aspect of remote meetings is keeping your employees' attention. There are several techniques you can use to make the meeting more fun, and therefore more effective.
For example, you can organize live votes, quizzes or word clouds. These are all great ways of keeping people's attention during meetings, as they add a touch of entertainment and help maintain attention thanks to the participative dimension.
We can also set up a collaborative workspace with shared files where everyone can comment or modify live, so everyone can interact.
We can even go a step further by organizing collective intelligence workshops. This is an opportunity to call on all participants to work on a given theme. It is also possible to synthesize the resulting collaborative work using a graphic facilitator. He or she can move from group to group during the workshop to synthesize the ideas that are put forward and work on a fresco that can be circulated at the end of the workshop and even transmitted to everyone in digital format.
Organize rehearsals
In addition to all these tools, being concise during meetings will help to increase commitment and concentration.
Indeed, to make the meeting dynamic, you need to prepare it in advance and think about original hooks and presentations.
While it's already important to organize rehearsals and practice for face-to-face presentations at a seminar or convention, it's even more important to practice for digital presentations.
Our speakers and presenters are specially trained for this service, and we organize a rehearsal and technical run-through before the big day.
This is essential to ensure that the speech is well-polished and fluent.
Adapt the format and duration
Studies have estimated the optimal duration of a tele-meeting at between 45 minutes and 2 hours maximum.
It has also been proven that a participant cannot be attentive for more than 15 minutes.
It is therefore essential to adapt oral presentations to the digital format, to make the videoconference dynamic.
A convention that usually takes place over one day, with 6 or 7 hours of plenary sessions, should be adapted to the digital format by holding it over 2 days, for example, with sessions of 2 hours maximum per half-day, and 15-minute sequences each time. These sequences can be an opportunity to involve more people on your digital stage.
If only one speaker is scheduled, you'll need to include dynamic content such as videos and plan for more breaks than usual to allow for the sequencing of the visio.
Offer a replay
Some participants may not be able to attend the videoconference for one reason or another. We therefore advise you, if you have the opportunity, to record the entire meeting. This will make it easier for absent colleagues to review everything at their leisure.
Work on team cohesion... with visio!
Not only can you use visios to organize meetings, you can also organize great interactive team-building events (see our article Why organize a team-building event in your company) to get your staff away from their work environment for a moment, re-motivate them in this very special context and keep them productive. It's all part of a virtuous circle.
As you can see, our team is well-trained in digital events, and we can support you in all your event projects, whatever the chosen format (face-to-face, digital or hybrid events).
Don't hesitate to contact us so that we can discuss the format best suited to your project.
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