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Virtual Collaboration:
A How-to Primer
BC Museums Association October 27, 2015 with: Ben Ziegler zieglerconsulting@shaw.ca www.collaborativejourneys.com 250-516-3936
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Agenda
1. Virtual
Communications
2. Virtual Frameworks and Tools
3. Virtual Facilitation
The word ‘Communication’ is derived from the Latin word
‘Communis’ which means to make ‘Common’
Did we make common?
Source Receiver Message
Medium
Making common – In Real Life and Virtual
Action Intent Effect
“The single biggest problem in
communication is the illusion that it has taken place.”
(George Bernard Shaw)
Image source: wikipedia
Intent
Action
Effect
Email Text
Internet Chat
Phone Video chat In-Real-Life
Asynchronous Channels
Synchronous Channels
Feedback
Private Public
Intent
Effect
Action
Source: UCLA study on how audience learns during a presentation
Virtual dilemma
Verbal Non-verbal
In Real Life
Virtual squeeze
(words, tone of voice) (body language)
Verbal Non-
verbal
Add capacity?
Verbal and Non-verbal
Add:
Emotive language Visuals
High-context communications in a low-context virtual world
Photo: Ed Yourdon on Flickr
Virtual dilemma
High-context
Low-context
High-context
Low-context
High-context
Low-context
In Real Life
Virtual pull
Add context?
1. Improve signal quality
Create context of connection
2. Signal more
http://youtu.be/Xw9SE315GtA
Ratio of Positive:Negative Signals
“The more virtual we get, the more ritual we need” @ChipConley
Source: Unify.com
Personal (non-business) conversation
Source: 2015 Nonprofit Communications Trends Report: www.nonprofitmarketinguide.com
Application
Emotion
Visualization
Message amplification
Message frequency
Ratio of Positive : Negative messages
Website?
Emails?
Social media?
Pre-conditions for effective communications
1. Language 2. Culture 3. Environment
Areas of commonness
Image: drawingoutideas.com
Participants
Cyberspace
Facilitator
Water cooler
Shared calendar
Seeing is believing Cyberspace
In the loop
All out in the open
Virtual Toolbox (Lightweight example)
Requirement Common Tool(s) *
Shared Calendar Schedule Google, Doodle (poll)
Seeing is believing
Shared screen Skype, Webex, Adobe
All out in the open
File management
Dropbox
In the loop Communications Email, Teleconference, Basecamp (project mgt)
Water cooler Social (persistent)
Facebook, LinkedIn, Yammer
* Free or low-cost, monthly fee
File Repository Co-working documents
(real-time)
Audio, video, screen share, chat, whiteboard, breakout
rooms
Enga
gem
en
t f
eatu
res
Cyberspace
Facilitator Participants
Asynchronous or Synchronous?
Cyberspace
Before Virtual
Meeting After
Progression of communication
Email (80%)
IM (15%)
Phone (5%)
Response Time Slow Fast
(Virtual Teamwork example)
In what work scenarios might it be better to meet and collaborate virtually instead of in-person?
(assume you have a choice: meet virtual or in-person)
Actions Enabling Tools
Before the meeting
The (virtual) meeting
After the meeting
Virtual Process
People (Who)
Process (How)
Content (What)
Time
Channel (How)
Planning Virtual Meetings
80/20 Rule for Virtual Meetings
Audio Share screen
Chat
Video
Audio Share screen
Chat
Video Whiteboard
Breakout groups
80
20
Problem-solving
1. Jot down 3 problems re: running virtual meetings
2. Choose 1 & summarize
3. Ask for solutions
4. Repeat steps 2 & 3
Photo: pagedooley on flickr
Virtual dilemma
Less: • People • Agenda • Clutter
Monolog vs. Dialogue
Source: Unify.com
Virtual Dilemma: More or less control?
Photo: mrhayata on flickr
Giving up some control (as meeting facilitator)
Face-to-face meeting
Virtual meeting
Technology is always a barrier
Virtual dilemma
Over-familiarize yourself with the technology
“Astronauts are taught the best way to reduce stress is to
sweat the small stuff.” (Cmdr. Chris Hadfield)
What if…?
How can you help others be more (virtually) productive?
@ home? @ office?
Baker’s Dozen
What are 12 benefits of applying what you’ve learned today?
Photo: cafemama on Flickr
Contact: zieglerconsulting@shaw.ca www.collaborativejourneys.com @benziegler (Twitter) 1.250.516.3936 (m)
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