One vital capacity where your proficiencies might be tested, is facilitating remote meetings, a much-needed skill set in today’s increasingly virtual working environment. Here are three practices that can streamline this procedure, regardless of the complications that could arise:
- Setting a Clear Agenda in Advance
- Utilizing Efficient Technologies
- Building an Inclusive and Interactive Environment
1. Setting a Clear Agenda in Advance:
The success of a remote meeting significantly relies on comprehensive planning. As a ScrumMaster, create an effective agenda beforehand and distribute it among all the participants. This action enables the team members to clearly understand the objectives of the meeting, set their expectations, prepare their inputs, and stay focused on the topics at hand.
For instance, a ScrumMaster facilitating a Sprint Planning meeting remotely should circulate a detailed agenda highlighting the Product Backlog items for discussion, the expected time required for each item, what decisions need to be made, and who is responsible for what.
2. Utilizing Efficient Technologies:
Selecting and running the appropriate technology is crucial to facilitating remote meetings. Explore tools that offer video conferencing, file-sharing, screen-sharing, real-time collaboration, voting/polling system and efficient recording system. Communication tools like Zoom or Microsoft Teams provide a reliable platform for video conferencing and screen sharing, while project management tools such as Jira or Trello can be used for managing the backlog and tracking the progress of Scrum events.
Here’s an example of how a ScrumMaster could use Trello during a remote Daily Scrum:
- Each team member provides an update on their assigned card(s) in the “Doing” column.
- The ScrumMaster encourages discussion by prompting team members to comment on the cards directly.
- Team members move their cards across the board to the “Done” section as tasks are completed.
3. Building an Inclusive and Interactive Environment:
Lastly yet importantly, a ScrumMaster should make sure that everyone is engaged and actively participating during the meeting. Considering different time-zones, giving each member ample opportunity to express their thoughts, asking open-ended questions, running polls to drive decisions, breaking the ice with some small talk or games before diving into business, are just a handful of tactics to ensure active involvement.
For instance, during a remote Retrospective meeting, the ScrumMaster can use a whiteboard tool, such as Miro or Mural, where team members can add their thoughts on virtual sticky notes under “Went Well” and “Needs Improvement” categories. Facilitating a vote on these items can promote a democratic decision-making process.
To conclude, a Certified Scrum Professional – ScrumMaster (CSP-SM) should master the art of facilitating remote meetings by setting a clear agenda, harnessing the power of technology, and creating an inclusive and interactive atmosphere. This will foster open communication, smoother execution of tasks and therefore, yield successful project outcomes.
Practice Test
True or False: Having a planned agenda can help in facilitating remote meetings effectively.
- True
- False
Answer: True.
Explanation: An agenda provides a guide to the meeting, helps keep the meeting on track, and ensures that important points are not overlooked.
Which of the following is NOT a practice for facilitating remote meetings?
- A) Using a clear and stable internet connection
- B) Having frequent and unplanned breaks
- C) Asking for feedback after the meeting
- D) Appointing a timekeeper to ensure the meeting runs on time
Answer: B) Having frequent and unplanned breaks.
Explanation: While breaks are important in any meeting, they should be planned and not too frequent as they may disrupt the flow of the meeting.
True or False: Utilizing the mute button when not speaking is a good practice during remote meetings.
- True
- False
Answer: True.
Explanation: Muting oneself when not speaking can reduce background noise, distractions, and make the meeting more efficient.
Which of the following practices can improve attendee engagement in remote meetings? (Choose 3)
- A) Making the meeting optional
- B) Having interactive activities
- C) Allowing time for questions and answers
- D) Facilitating breakout sessions for complex topics
Answer: B) Having interactive activities, C) Allowing time for questions and answers, D) Facilitating breakout sessions for complex topics.
Explanation: Interactive activities, time for questions and answers, and breakout sessions encourage attendee engagement and participation.
Which of the following tools can help facilitate remote meetings?
- A) Video conferencing software
- B) Digital collaboration tools
- C) Project management software
- D) All of the above
Answer: D) All of the above.
Explanation: These tools enable effective communication, collaboration, and management of tasks during remote meetings.
True or False: Recording remote meetings can be helpful for those unable to attend.
- True
- False
Answer: True.
Explanation: Recording meetings allows individuals who missed the meeting to catch up and ensures that information isn’t lost.
Allowing participants to introduce themselves at the beginning of a remote meeting is a good practice.
- A) True
- B) False
Answer: A) True.
Explanation: This creates a feeling of inclusiveness and helps participants get familiarized with each other, fostering better communication and collaboration.
True or False: Following up with written minutes or notes is unnecessary after a remote meeting.
- True
- False
Answer: False.
Explanation: Providing written minutes helps to ensure that everyone is on the same page about decisions made and tasks assigned, and serves as a reference for future meetings.
Which of the following is NOT a recommended practice for facilitating remote meetings?
- A) Starting and ending the meeting on time
- B) Allowing one person to dominate the conversation
- C) Setting meeting norms and expectations at the start
- D) Providing opportunity for everyone to contribute
Answer: B) Allowing one person to dominate the conversation.
Explanation: For a collaborative and balanced discussion, everyone should have an opportunity to speak and contribute; no one person should dominate the conversation.
A good facilitator should rely solely on the meeting agenda and not adjust the meeting based on participants’ needs and responses.
- A) True
- B) False
Answer: B) False
Explanation: While it’s essential to have a planned agenda, a good facilitator should also be flexible, listening to participants, and adjusting the meeting as necessary to accommodate their needs and responses.
Interview Questions
What are at least three practices for facilitating remote meetings in the context of Scrum?
1. Using video conferencing tools for face-to-face interactions.
2. Setting a clear agenda before the meeting to ensure focus and productivity.
3. Encouraging all participants to actively engage through virtual hand raises or chat features.
Additional practices for facilitating remote meetings can include:
4. Assigning designated roles such as a meeting facilitator and timekeeper.
5. Utilizing collaborative tools like virtual whiteboards for brainstorming and idea sharing.
6. Ensuring all participants have access to necessary meeting materials beforehand.
7. Implementing regular breaks to prevent meeting fatigue and maintain engagement.
8. Establishing guidelines for communication etiquette to avoid talking over each other.
9. Allowing for virtual voting or polling to gather feedback and make decisions efficiently.
10. Recording important discussions or decisions for reference and transparency within the team or organization.
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