Do some of your virtual meetings drag?

Would you like more participation, and perhaps more fun too?

Have you tried Zoom® Annotate to sticky-dot vote, share a spread of opinion, review a portfolio, or even play Pictionary®?

The red10 Replication Rule

At red10 we believe that it is possible to do everything that you can do in a face to face meeting in a virtual meeting – we call this red10‘s Replication Rule.

Yet it is a bit harder to stay engaged in virtual meetings.

We need to find ways to have fun, be more participative and make the session a positive experience. We think this is so important that it is “Rule 7½” in our 7½ rules for virtual meetings.

Here, red10‘s Sarah Barber has five suggestions to increase fun and participation using Zoom® Annotate:

  1. Get used to annotate – Play Pictionary®
  2. Sticky-Dot Voting
  3. Sharing a spread of opinion by “foot vote”
  4. Reviewing a portfolio
  5. Clustering sticky notes

Kit Bag of Tools

If you find this article useful, have you seen our Free Facilitator’s Kit for Virtual Meetings ?

Free Facilitator’s Kit for Virtual Meetings

This article is one of the Bag of Tools in our 3Bs Virtual Kit – to help leaders facilitate great virtual meetings. There are advanced tools that you may be interested in too, such as Breakout Rooms and Annotations for prioritizing

What on earth is Zoom® Annotate?

Screen-sharing allows the host of a call to display whatever is on their screen (whiteboard, slide or document).

Annotation tools allow meeting participants to draw on or add comments to what is on screen. To annotate while viewing someone else’s shared screen, select View Option from the top of the Zoom window and then choose Annotate. A toolbar appears with all your options including text, draw, arrows and so on. The presenter can use the save button on the toolbar to save the image with annotations as a screen shot.

Unlike most other tools, Zoom® allows everyone to annotate at the same time, so it is fast and participative.

1. Get used to the tool by playing virtual Pictionary®

The host of the meeting can share screen and select “whiteboard”. This gives a blank canvas.

Ask everyone on the Zoom® call to choose annotate. Then take it in turns to draw something using the shapes and the free form pen available to you. There is an eraser if it all goes horribly wrong! The rest of the team have to guess what the picture represents.

2. Sticky Dot Voting

In face-to-face meetings, we sometimes prioritise using sticky dots. Imagine you have generated a series of options and captured them on flip charts. Everyone is then given three sticky dots to place upon their preferred option or options. People can spread their sticky dots as they wish – putting all three on one option or spreading them across options. It is then easy to see which option(s) got the most votes and understand what the team would like to prioritize.

To reproduce this virtually, the host shares a screen on which the options are displayed. Everyone chooses a Stamp symbol from their Annotate menu (hearts, stars, crosses…).

Each person can place three stamps to vote for their preferred option(s). As described above, the presenter can save the annotated version as a screen shot.

3. Spread of Opinion

Sometimes a good way to inject energy into a face-to-face meeting is to ask everyone to literally ‘vote with their feet’.

You might have two opposing options. Assign opposite ends of the room to the two options and ask people to go and stand next to the one they support – or along the continuum between them.

To reproduce this virtually:

    • Create a slide with the two options on it.
    • Ask everyone to select Annotate
    • Invite people to place themselves on the continuum you’re displaying.

If you have time for a bit of fun, draw a named picture of yourself, select it and move into position.

If time is short use the “spotlight” arrow, which automatically incorporates the name of the person placing it.

4. Review a Portfolio

We often help teams to create a set of activities or projects which will help them to meet their strategic goals, their “Must Wins”.

As time progresses, the environment changes around them and at some stage it is important to review whether they still have the right set of projects. In a face to face meeting, we would display the “Must Wins” around the room and give everyone a set of cards. The cards say: –

    • Stop
    • Slow
    • Stay
    • Speed
    • Start

Participants each choose and place one card for each project.

This can be reproduced virtually in Zoom® by creating a key for the various Stamp symbols (e.g. X = stop, ♥ = stay….). The presenter shares a slide showing the set of projects and everyone chooses one Stamp symbol for each project.

Soon you have a very visual representation of the team view of the current portfolio, which helps them to decide how the portfolio should be changed to match the new environment.

5. Use the whiteboard to place and cluster ideas.

Imagine that your team want to co-create an agenda for a catch-up meeting.

Everyone can choose annotate and use the text tool to type in suggestions for agenda items. You can then select the suggestions and move them about to cluster similar ideas together. Then draw a circle around a cluster and name the potential agenda topic which encompasses all suggestions.

If you have enough time to cover all the topics, you are ready to go. If not, prioritise them using “virtual sticky dots” as explained earlier.

Using whiteboard, with clusters and sticky dots, you can facilitate “Controlled Clusters” virtually. You may also find this easier in the virtual sticky note tool called Mural®.

Any other ideas?

We hope you enjoy using Zoom Annotate®. Let us know if you find other interesting (and fun) ways to use it.