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Sarah Rubin Outreach and Engagement Coordinator California Department of
Conservation
Facilitating Effective Virtual Meetings
CNRA Boards amp Commissions April 20 2020 | 400 ndash 500 pm
Sarah RubinOutreach and Engagement Coordinator California Department of Conservation
Our Focus Today1 Virtual Meeting Key Considerations2 Agenda Planning = Successful Virtual Meetings3 Planning for Challenges and Worst Case Scenarios4 Your Questions and Challenges
Opportunities Creative Thinking Innovation Expanded Outreach Expanded Engagement
Virtual Meetings ndash Key Considerations
Technical Capacity Facilitation
Outreach
Technical Capacity
Planning Testing
Technology Platform ndash Virtual Meeting Requirements
When choosing a virtual technology platform consider meeting requirements and focus on the key capabilities needed
Key Meeting Attributes to ConsiderPublic or Internal meetingScale - of participantsVisual and Video Inbound calling (Call-ins) Ability to maintain control of participates inbound calls On-line Interactions Technology comfort level of meeting host Operator Assistance ndash ability to perform your own Operator Assistance activities or not Cost
Technology Platform ndash Selection
Based on meetingrsquos attributes and requirements different tiers of technology platforms could be utilizedTier 1- Large participants with advanced features visual video audio inbound calls call controls recording
transcripts breakout whiteboard plus more Tier 2- MediumSmall participants with basic feature visual audio inbound call limited call controls recordTier 3- Max 250 participants visual video audio inbound call very limited call control recording transcripts
Tier 1 Zoom Web ConferenceZoom Webinar WebEx ATampT Event Conferencing
Tier 2GoTo Meeting ndash limit 250GoTo Webinar
Tier 3Microsoft Skype - limit 250 Microsoft Teams - limit 250
ZoomWebEx have account MRC and charges per event for inbound call ($ 015 per minute per caller Does not provide operator assistance
ATampT Event Conferencing charges per event for calls ($04 per minute per caller) Provides operator assistance
No cost for up to 250 callers (inbound) Does Not provide operator assistance
Key Recommendation Always use these platforms for normal internal type meetings
Has account MRC and charges per event for inbound call (flat rate for up to 250 call-ins) Does not provide operator assistance
Legal Considerations
Public Notice Consult Your Attorney
Virtual Meetings ndash Key Considerations
PlanningCivility amp Professionalismmute participantsscan comments and
questions
Accessibility and EquityDial-inWeb linksLanguage access
Virtual Meetings ndash Key Considerations
lsquoTesting ndash Dry Run(s)Prep Your PanelistsImage Lighting
heightangle of camera neutral background
SoundMic checkMutingEstablish etiquette
Virtual Meetings ndash Key Considerations
StaffingPublic Support Liaisonhelp the public trouble-
shoot log-on muteun-muteContact info in public
notice
Operator AssistanceControlmaintain
inbound calls Keeps caller on mute till host request questions or public comments then Operator allows callers (one at a time) to be heard
Public Comment ManagerRevieworganize public
commentPractice communicating
public comment with the Chair
Outreach
Accessibility Equity
Local Demographics
Individual Customized
Efforts
Virtual Meetings ndash Outreach
Consider Customized Efforts
Identify impacted communitiesgroups
Call to invite stakeholder and local to leaders
Ask targeted leaders to spread the word
E-mail targeted local groups individually
lsquoTagrsquo key groups on social media
Facilitation
Create a Facilitation Plan Overcommunicate Acknowledge this
is Different
Virtual Meetings ndash Key Considerations
FacilitationFacilitation PlanWho will lead each itemContingency plansMeeting goals
ldquoOvercommunicaterdquoOrder of the agendaAt least twice Explain
public comment
AcknowledgeProcess feels differentThank the public for
continued engagement
See separate facilitation plan template for more detail
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Our Focus Today1 Virtual Meeting Key Considerations2 Agenda Planning = Successful Virtual Meetings3 Planning for Challenges and Worst Case Scenarios4 Your Questions and Challenges
Opportunities Creative Thinking Innovation Expanded Outreach Expanded Engagement
Virtual Meetings ndash Key Considerations
Technical Capacity Facilitation
Outreach
Technical Capacity
Planning Testing
Technology Platform ndash Virtual Meeting Requirements
When choosing a virtual technology platform consider meeting requirements and focus on the key capabilities needed
Key Meeting Attributes to ConsiderPublic or Internal meetingScale - of participantsVisual and Video Inbound calling (Call-ins) Ability to maintain control of participates inbound calls On-line Interactions Technology comfort level of meeting host Operator Assistance ndash ability to perform your own Operator Assistance activities or not Cost
Technology Platform ndash Selection
Based on meetingrsquos attributes and requirements different tiers of technology platforms could be utilizedTier 1- Large participants with advanced features visual video audio inbound calls call controls recording
transcripts breakout whiteboard plus more Tier 2- MediumSmall participants with basic feature visual audio inbound call limited call controls recordTier 3- Max 250 participants visual video audio inbound call very limited call control recording transcripts
Tier 1 Zoom Web ConferenceZoom Webinar WebEx ATampT Event Conferencing
Tier 2GoTo Meeting ndash limit 250GoTo Webinar
Tier 3Microsoft Skype - limit 250 Microsoft Teams - limit 250
ZoomWebEx have account MRC and charges per event for inbound call ($ 015 per minute per caller Does not provide operator assistance
ATampT Event Conferencing charges per event for calls ($04 per minute per caller) Provides operator assistance
No cost for up to 250 callers (inbound) Does Not provide operator assistance
Key Recommendation Always use these platforms for normal internal type meetings
Has account MRC and charges per event for inbound call (flat rate for up to 250 call-ins) Does not provide operator assistance
Legal Considerations
Public Notice Consult Your Attorney
Virtual Meetings ndash Key Considerations
PlanningCivility amp Professionalismmute participantsscan comments and
questions
Accessibility and EquityDial-inWeb linksLanguage access
Virtual Meetings ndash Key Considerations
lsquoTesting ndash Dry Run(s)Prep Your PanelistsImage Lighting
heightangle of camera neutral background
SoundMic checkMutingEstablish etiquette
Virtual Meetings ndash Key Considerations
StaffingPublic Support Liaisonhelp the public trouble-
shoot log-on muteun-muteContact info in public
notice
Operator AssistanceControlmaintain
inbound calls Keeps caller on mute till host request questions or public comments then Operator allows callers (one at a time) to be heard
Public Comment ManagerRevieworganize public
commentPractice communicating
public comment with the Chair
Outreach
Accessibility Equity
Local Demographics
Individual Customized
Efforts
Virtual Meetings ndash Outreach
Consider Customized Efforts
Identify impacted communitiesgroups
Call to invite stakeholder and local to leaders
Ask targeted leaders to spread the word
E-mail targeted local groups individually
lsquoTagrsquo key groups on social media
Facilitation
Create a Facilitation Plan Overcommunicate Acknowledge this
is Different
Virtual Meetings ndash Key Considerations
FacilitationFacilitation PlanWho will lead each itemContingency plansMeeting goals
ldquoOvercommunicaterdquoOrder of the agendaAt least twice Explain
public comment
AcknowledgeProcess feels differentThank the public for
continued engagement
See separate facilitation plan template for more detail
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Opportunities Creative Thinking Innovation Expanded Outreach Expanded Engagement
Virtual Meetings ndash Key Considerations
Technical Capacity Facilitation
Outreach
Technical Capacity
Planning Testing
Technology Platform ndash Virtual Meeting Requirements
When choosing a virtual technology platform consider meeting requirements and focus on the key capabilities needed
Key Meeting Attributes to ConsiderPublic or Internal meetingScale - of participantsVisual and Video Inbound calling (Call-ins) Ability to maintain control of participates inbound calls On-line Interactions Technology comfort level of meeting host Operator Assistance ndash ability to perform your own Operator Assistance activities or not Cost
Technology Platform ndash Selection
Based on meetingrsquos attributes and requirements different tiers of technology platforms could be utilizedTier 1- Large participants with advanced features visual video audio inbound calls call controls recording
transcripts breakout whiteboard plus more Tier 2- MediumSmall participants with basic feature visual audio inbound call limited call controls recordTier 3- Max 250 participants visual video audio inbound call very limited call control recording transcripts
Tier 1 Zoom Web ConferenceZoom Webinar WebEx ATampT Event Conferencing
Tier 2GoTo Meeting ndash limit 250GoTo Webinar
Tier 3Microsoft Skype - limit 250 Microsoft Teams - limit 250
ZoomWebEx have account MRC and charges per event for inbound call ($ 015 per minute per caller Does not provide operator assistance
ATampT Event Conferencing charges per event for calls ($04 per minute per caller) Provides operator assistance
No cost for up to 250 callers (inbound) Does Not provide operator assistance
Key Recommendation Always use these platforms for normal internal type meetings
Has account MRC and charges per event for inbound call (flat rate for up to 250 call-ins) Does not provide operator assistance
Legal Considerations
Public Notice Consult Your Attorney
Virtual Meetings ndash Key Considerations
PlanningCivility amp Professionalismmute participantsscan comments and
questions
Accessibility and EquityDial-inWeb linksLanguage access
Virtual Meetings ndash Key Considerations
lsquoTesting ndash Dry Run(s)Prep Your PanelistsImage Lighting
heightangle of camera neutral background
SoundMic checkMutingEstablish etiquette
Virtual Meetings ndash Key Considerations
StaffingPublic Support Liaisonhelp the public trouble-
shoot log-on muteun-muteContact info in public
notice
Operator AssistanceControlmaintain
inbound calls Keeps caller on mute till host request questions or public comments then Operator allows callers (one at a time) to be heard
Public Comment ManagerRevieworganize public
commentPractice communicating
public comment with the Chair
Outreach
Accessibility Equity
Local Demographics
Individual Customized
Efforts
Virtual Meetings ndash Outreach
Consider Customized Efforts
Identify impacted communitiesgroups
Call to invite stakeholder and local to leaders
Ask targeted leaders to spread the word
E-mail targeted local groups individually
lsquoTagrsquo key groups on social media
Facilitation
Create a Facilitation Plan Overcommunicate Acknowledge this
is Different
Virtual Meetings ndash Key Considerations
FacilitationFacilitation PlanWho will lead each itemContingency plansMeeting goals
ldquoOvercommunicaterdquoOrder of the agendaAt least twice Explain
public comment
AcknowledgeProcess feels differentThank the public for
continued engagement
See separate facilitation plan template for more detail
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Virtual Meetings ndash Key Considerations
Technical Capacity Facilitation
Outreach
Technical Capacity
Planning Testing
Technology Platform ndash Virtual Meeting Requirements
When choosing a virtual technology platform consider meeting requirements and focus on the key capabilities needed
Key Meeting Attributes to ConsiderPublic or Internal meetingScale - of participantsVisual and Video Inbound calling (Call-ins) Ability to maintain control of participates inbound calls On-line Interactions Technology comfort level of meeting host Operator Assistance ndash ability to perform your own Operator Assistance activities or not Cost
Technology Platform ndash Selection
Based on meetingrsquos attributes and requirements different tiers of technology platforms could be utilizedTier 1- Large participants with advanced features visual video audio inbound calls call controls recording
transcripts breakout whiteboard plus more Tier 2- MediumSmall participants with basic feature visual audio inbound call limited call controls recordTier 3- Max 250 participants visual video audio inbound call very limited call control recording transcripts
Tier 1 Zoom Web ConferenceZoom Webinar WebEx ATampT Event Conferencing
Tier 2GoTo Meeting ndash limit 250GoTo Webinar
Tier 3Microsoft Skype - limit 250 Microsoft Teams - limit 250
ZoomWebEx have account MRC and charges per event for inbound call ($ 015 per minute per caller Does not provide operator assistance
ATampT Event Conferencing charges per event for calls ($04 per minute per caller) Provides operator assistance
No cost for up to 250 callers (inbound) Does Not provide operator assistance
Key Recommendation Always use these platforms for normal internal type meetings
Has account MRC and charges per event for inbound call (flat rate for up to 250 call-ins) Does not provide operator assistance
Legal Considerations
Public Notice Consult Your Attorney
Virtual Meetings ndash Key Considerations
PlanningCivility amp Professionalismmute participantsscan comments and
questions
Accessibility and EquityDial-inWeb linksLanguage access
Virtual Meetings ndash Key Considerations
lsquoTesting ndash Dry Run(s)Prep Your PanelistsImage Lighting
heightangle of camera neutral background
SoundMic checkMutingEstablish etiquette
Virtual Meetings ndash Key Considerations
StaffingPublic Support Liaisonhelp the public trouble-
shoot log-on muteun-muteContact info in public
notice
Operator AssistanceControlmaintain
inbound calls Keeps caller on mute till host request questions or public comments then Operator allows callers (one at a time) to be heard
Public Comment ManagerRevieworganize public
commentPractice communicating
public comment with the Chair
Outreach
Accessibility Equity
Local Demographics
Individual Customized
Efforts
Virtual Meetings ndash Outreach
Consider Customized Efforts
Identify impacted communitiesgroups
Call to invite stakeholder and local to leaders
Ask targeted leaders to spread the word
E-mail targeted local groups individually
lsquoTagrsquo key groups on social media
Facilitation
Create a Facilitation Plan Overcommunicate Acknowledge this
is Different
Virtual Meetings ndash Key Considerations
FacilitationFacilitation PlanWho will lead each itemContingency plansMeeting goals
ldquoOvercommunicaterdquoOrder of the agendaAt least twice Explain
public comment
AcknowledgeProcess feels differentThank the public for
continued engagement
See separate facilitation plan template for more detail
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Technical Capacity
Planning Testing
Technology Platform ndash Virtual Meeting Requirements
When choosing a virtual technology platform consider meeting requirements and focus on the key capabilities needed
Key Meeting Attributes to ConsiderPublic or Internal meetingScale - of participantsVisual and Video Inbound calling (Call-ins) Ability to maintain control of participates inbound calls On-line Interactions Technology comfort level of meeting host Operator Assistance ndash ability to perform your own Operator Assistance activities or not Cost
Technology Platform ndash Selection
Based on meetingrsquos attributes and requirements different tiers of technology platforms could be utilizedTier 1- Large participants with advanced features visual video audio inbound calls call controls recording
transcripts breakout whiteboard plus more Tier 2- MediumSmall participants with basic feature visual audio inbound call limited call controls recordTier 3- Max 250 participants visual video audio inbound call very limited call control recording transcripts
Tier 1 Zoom Web ConferenceZoom Webinar WebEx ATampT Event Conferencing
Tier 2GoTo Meeting ndash limit 250GoTo Webinar
Tier 3Microsoft Skype - limit 250 Microsoft Teams - limit 250
ZoomWebEx have account MRC and charges per event for inbound call ($ 015 per minute per caller Does not provide operator assistance
ATampT Event Conferencing charges per event for calls ($04 per minute per caller) Provides operator assistance
No cost for up to 250 callers (inbound) Does Not provide operator assistance
Key Recommendation Always use these platforms for normal internal type meetings
Has account MRC and charges per event for inbound call (flat rate for up to 250 call-ins) Does not provide operator assistance
Legal Considerations
Public Notice Consult Your Attorney
Virtual Meetings ndash Key Considerations
PlanningCivility amp Professionalismmute participantsscan comments and
questions
Accessibility and EquityDial-inWeb linksLanguage access
Virtual Meetings ndash Key Considerations
lsquoTesting ndash Dry Run(s)Prep Your PanelistsImage Lighting
heightangle of camera neutral background
SoundMic checkMutingEstablish etiquette
Virtual Meetings ndash Key Considerations
StaffingPublic Support Liaisonhelp the public trouble-
shoot log-on muteun-muteContact info in public
notice
Operator AssistanceControlmaintain
inbound calls Keeps caller on mute till host request questions or public comments then Operator allows callers (one at a time) to be heard
Public Comment ManagerRevieworganize public
commentPractice communicating
public comment with the Chair
Outreach
Accessibility Equity
Local Demographics
Individual Customized
Efforts
Virtual Meetings ndash Outreach
Consider Customized Efforts
Identify impacted communitiesgroups
Call to invite stakeholder and local to leaders
Ask targeted leaders to spread the word
E-mail targeted local groups individually
lsquoTagrsquo key groups on social media
Facilitation
Create a Facilitation Plan Overcommunicate Acknowledge this
is Different
Virtual Meetings ndash Key Considerations
FacilitationFacilitation PlanWho will lead each itemContingency plansMeeting goals
ldquoOvercommunicaterdquoOrder of the agendaAt least twice Explain
public comment
AcknowledgeProcess feels differentThank the public for
continued engagement
See separate facilitation plan template for more detail
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Technology Platform ndash Virtual Meeting Requirements
When choosing a virtual technology platform consider meeting requirements and focus on the key capabilities needed
Key Meeting Attributes to ConsiderPublic or Internal meetingScale - of participantsVisual and Video Inbound calling (Call-ins) Ability to maintain control of participates inbound calls On-line Interactions Technology comfort level of meeting host Operator Assistance ndash ability to perform your own Operator Assistance activities or not Cost
Technology Platform ndash Selection
Based on meetingrsquos attributes and requirements different tiers of technology platforms could be utilizedTier 1- Large participants with advanced features visual video audio inbound calls call controls recording
transcripts breakout whiteboard plus more Tier 2- MediumSmall participants with basic feature visual audio inbound call limited call controls recordTier 3- Max 250 participants visual video audio inbound call very limited call control recording transcripts
Tier 1 Zoom Web ConferenceZoom Webinar WebEx ATampT Event Conferencing
Tier 2GoTo Meeting ndash limit 250GoTo Webinar
Tier 3Microsoft Skype - limit 250 Microsoft Teams - limit 250
ZoomWebEx have account MRC and charges per event for inbound call ($ 015 per minute per caller Does not provide operator assistance
ATampT Event Conferencing charges per event for calls ($04 per minute per caller) Provides operator assistance
No cost for up to 250 callers (inbound) Does Not provide operator assistance
Key Recommendation Always use these platforms for normal internal type meetings
Has account MRC and charges per event for inbound call (flat rate for up to 250 call-ins) Does not provide operator assistance
Legal Considerations
Public Notice Consult Your Attorney
Virtual Meetings ndash Key Considerations
PlanningCivility amp Professionalismmute participantsscan comments and
questions
Accessibility and EquityDial-inWeb linksLanguage access
Virtual Meetings ndash Key Considerations
lsquoTesting ndash Dry Run(s)Prep Your PanelistsImage Lighting
heightangle of camera neutral background
SoundMic checkMutingEstablish etiquette
Virtual Meetings ndash Key Considerations
StaffingPublic Support Liaisonhelp the public trouble-
shoot log-on muteun-muteContact info in public
notice
Operator AssistanceControlmaintain
inbound calls Keeps caller on mute till host request questions or public comments then Operator allows callers (one at a time) to be heard
Public Comment ManagerRevieworganize public
commentPractice communicating
public comment with the Chair
Outreach
Accessibility Equity
Local Demographics
Individual Customized
Efforts
Virtual Meetings ndash Outreach
Consider Customized Efforts
Identify impacted communitiesgroups
Call to invite stakeholder and local to leaders
Ask targeted leaders to spread the word
E-mail targeted local groups individually
lsquoTagrsquo key groups on social media
Facilitation
Create a Facilitation Plan Overcommunicate Acknowledge this
is Different
Virtual Meetings ndash Key Considerations
FacilitationFacilitation PlanWho will lead each itemContingency plansMeeting goals
ldquoOvercommunicaterdquoOrder of the agendaAt least twice Explain
public comment
AcknowledgeProcess feels differentThank the public for
continued engagement
See separate facilitation plan template for more detail
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Technology Platform ndash Selection
Based on meetingrsquos attributes and requirements different tiers of technology platforms could be utilizedTier 1- Large participants with advanced features visual video audio inbound calls call controls recording
transcripts breakout whiteboard plus more Tier 2- MediumSmall participants with basic feature visual audio inbound call limited call controls recordTier 3- Max 250 participants visual video audio inbound call very limited call control recording transcripts
Tier 1 Zoom Web ConferenceZoom Webinar WebEx ATampT Event Conferencing
Tier 2GoTo Meeting ndash limit 250GoTo Webinar
Tier 3Microsoft Skype - limit 250 Microsoft Teams - limit 250
ZoomWebEx have account MRC and charges per event for inbound call ($ 015 per minute per caller Does not provide operator assistance
ATampT Event Conferencing charges per event for calls ($04 per minute per caller) Provides operator assistance
No cost for up to 250 callers (inbound) Does Not provide operator assistance
Key Recommendation Always use these platforms for normal internal type meetings
Has account MRC and charges per event for inbound call (flat rate for up to 250 call-ins) Does not provide operator assistance
Legal Considerations
Public Notice Consult Your Attorney
Virtual Meetings ndash Key Considerations
PlanningCivility amp Professionalismmute participantsscan comments and
questions
Accessibility and EquityDial-inWeb linksLanguage access
Virtual Meetings ndash Key Considerations
lsquoTesting ndash Dry Run(s)Prep Your PanelistsImage Lighting
heightangle of camera neutral background
SoundMic checkMutingEstablish etiquette
Virtual Meetings ndash Key Considerations
StaffingPublic Support Liaisonhelp the public trouble-
shoot log-on muteun-muteContact info in public
notice
Operator AssistanceControlmaintain
inbound calls Keeps caller on mute till host request questions or public comments then Operator allows callers (one at a time) to be heard
Public Comment ManagerRevieworganize public
commentPractice communicating
public comment with the Chair
Outreach
Accessibility Equity
Local Demographics
Individual Customized
Efforts
Virtual Meetings ndash Outreach
Consider Customized Efforts
Identify impacted communitiesgroups
Call to invite stakeholder and local to leaders
Ask targeted leaders to spread the word
E-mail targeted local groups individually
lsquoTagrsquo key groups on social media
Facilitation
Create a Facilitation Plan Overcommunicate Acknowledge this
is Different
Virtual Meetings ndash Key Considerations
FacilitationFacilitation PlanWho will lead each itemContingency plansMeeting goals
ldquoOvercommunicaterdquoOrder of the agendaAt least twice Explain
public comment
AcknowledgeProcess feels differentThank the public for
continued engagement
See separate facilitation plan template for more detail
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Legal Considerations
Public Notice Consult Your Attorney
Virtual Meetings ndash Key Considerations
PlanningCivility amp Professionalismmute participantsscan comments and
questions
Accessibility and EquityDial-inWeb linksLanguage access
Virtual Meetings ndash Key Considerations
lsquoTesting ndash Dry Run(s)Prep Your PanelistsImage Lighting
heightangle of camera neutral background
SoundMic checkMutingEstablish etiquette
Virtual Meetings ndash Key Considerations
StaffingPublic Support Liaisonhelp the public trouble-
shoot log-on muteun-muteContact info in public
notice
Operator AssistanceControlmaintain
inbound calls Keeps caller on mute till host request questions or public comments then Operator allows callers (one at a time) to be heard
Public Comment ManagerRevieworganize public
commentPractice communicating
public comment with the Chair
Outreach
Accessibility Equity
Local Demographics
Individual Customized
Efforts
Virtual Meetings ndash Outreach
Consider Customized Efforts
Identify impacted communitiesgroups
Call to invite stakeholder and local to leaders
Ask targeted leaders to spread the word
E-mail targeted local groups individually
lsquoTagrsquo key groups on social media
Facilitation
Create a Facilitation Plan Overcommunicate Acknowledge this
is Different
Virtual Meetings ndash Key Considerations
FacilitationFacilitation PlanWho will lead each itemContingency plansMeeting goals
ldquoOvercommunicaterdquoOrder of the agendaAt least twice Explain
public comment
AcknowledgeProcess feels differentThank the public for
continued engagement
See separate facilitation plan template for more detail
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Virtual Meetings ndash Key Considerations
PlanningCivility amp Professionalismmute participantsscan comments and
questions
Accessibility and EquityDial-inWeb linksLanguage access
Virtual Meetings ndash Key Considerations
lsquoTesting ndash Dry Run(s)Prep Your PanelistsImage Lighting
heightangle of camera neutral background
SoundMic checkMutingEstablish etiquette
Virtual Meetings ndash Key Considerations
StaffingPublic Support Liaisonhelp the public trouble-
shoot log-on muteun-muteContact info in public
notice
Operator AssistanceControlmaintain
inbound calls Keeps caller on mute till host request questions or public comments then Operator allows callers (one at a time) to be heard
Public Comment ManagerRevieworganize public
commentPractice communicating
public comment with the Chair
Outreach
Accessibility Equity
Local Demographics
Individual Customized
Efforts
Virtual Meetings ndash Outreach
Consider Customized Efforts
Identify impacted communitiesgroups
Call to invite stakeholder and local to leaders
Ask targeted leaders to spread the word
E-mail targeted local groups individually
lsquoTagrsquo key groups on social media
Facilitation
Create a Facilitation Plan Overcommunicate Acknowledge this
is Different
Virtual Meetings ndash Key Considerations
FacilitationFacilitation PlanWho will lead each itemContingency plansMeeting goals
ldquoOvercommunicaterdquoOrder of the agendaAt least twice Explain
public comment
AcknowledgeProcess feels differentThank the public for
continued engagement
See separate facilitation plan template for more detail
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Virtual Meetings ndash Key Considerations
lsquoTesting ndash Dry Run(s)Prep Your PanelistsImage Lighting
heightangle of camera neutral background
SoundMic checkMutingEstablish etiquette
Virtual Meetings ndash Key Considerations
StaffingPublic Support Liaisonhelp the public trouble-
shoot log-on muteun-muteContact info in public
notice
Operator AssistanceControlmaintain
inbound calls Keeps caller on mute till host request questions or public comments then Operator allows callers (one at a time) to be heard
Public Comment ManagerRevieworganize public
commentPractice communicating
public comment with the Chair
Outreach
Accessibility Equity
Local Demographics
Individual Customized
Efforts
Virtual Meetings ndash Outreach
Consider Customized Efforts
Identify impacted communitiesgroups
Call to invite stakeholder and local to leaders
Ask targeted leaders to spread the word
E-mail targeted local groups individually
lsquoTagrsquo key groups on social media
Facilitation
Create a Facilitation Plan Overcommunicate Acknowledge this
is Different
Virtual Meetings ndash Key Considerations
FacilitationFacilitation PlanWho will lead each itemContingency plansMeeting goals
ldquoOvercommunicaterdquoOrder of the agendaAt least twice Explain
public comment
AcknowledgeProcess feels differentThank the public for
continued engagement
See separate facilitation plan template for more detail
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Virtual Meetings ndash Key Considerations
StaffingPublic Support Liaisonhelp the public trouble-
shoot log-on muteun-muteContact info in public
notice
Operator AssistanceControlmaintain
inbound calls Keeps caller on mute till host request questions or public comments then Operator allows callers (one at a time) to be heard
Public Comment ManagerRevieworganize public
commentPractice communicating
public comment with the Chair
Outreach
Accessibility Equity
Local Demographics
Individual Customized
Efforts
Virtual Meetings ndash Outreach
Consider Customized Efforts
Identify impacted communitiesgroups
Call to invite stakeholder and local to leaders
Ask targeted leaders to spread the word
E-mail targeted local groups individually
lsquoTagrsquo key groups on social media
Facilitation
Create a Facilitation Plan Overcommunicate Acknowledge this
is Different
Virtual Meetings ndash Key Considerations
FacilitationFacilitation PlanWho will lead each itemContingency plansMeeting goals
ldquoOvercommunicaterdquoOrder of the agendaAt least twice Explain
public comment
AcknowledgeProcess feels differentThank the public for
continued engagement
See separate facilitation plan template for more detail
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Outreach
Accessibility Equity
Local Demographics
Individual Customized
Efforts
Virtual Meetings ndash Outreach
Consider Customized Efforts
Identify impacted communitiesgroups
Call to invite stakeholder and local to leaders
Ask targeted leaders to spread the word
E-mail targeted local groups individually
lsquoTagrsquo key groups on social media
Facilitation
Create a Facilitation Plan Overcommunicate Acknowledge this
is Different
Virtual Meetings ndash Key Considerations
FacilitationFacilitation PlanWho will lead each itemContingency plansMeeting goals
ldquoOvercommunicaterdquoOrder of the agendaAt least twice Explain
public comment
AcknowledgeProcess feels differentThank the public for
continued engagement
See separate facilitation plan template for more detail
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Virtual Meetings ndash Outreach
Consider Customized Efforts
Identify impacted communitiesgroups
Call to invite stakeholder and local to leaders
Ask targeted leaders to spread the word
E-mail targeted local groups individually
lsquoTagrsquo key groups on social media
Facilitation
Create a Facilitation Plan Overcommunicate Acknowledge this
is Different
Virtual Meetings ndash Key Considerations
FacilitationFacilitation PlanWho will lead each itemContingency plansMeeting goals
ldquoOvercommunicaterdquoOrder of the agendaAt least twice Explain
public comment
AcknowledgeProcess feels differentThank the public for
continued engagement
See separate facilitation plan template for more detail
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Facilitation
Create a Facilitation Plan Overcommunicate Acknowledge this
is Different
Virtual Meetings ndash Key Considerations
FacilitationFacilitation PlanWho will lead each itemContingency plansMeeting goals
ldquoOvercommunicaterdquoOrder of the agendaAt least twice Explain
public comment
AcknowledgeProcess feels differentThank the public for
continued engagement
See separate facilitation plan template for more detail
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Virtual Meetings ndash Key Considerations
FacilitationFacilitation PlanWho will lead each itemContingency plansMeeting goals
ldquoOvercommunicaterdquoOrder of the agendaAt least twice Explain
public comment
AcknowledgeProcess feels differentThank the public for
continued engagement
See separate facilitation plan template for more detail
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Time Agenda Item Lead Notes900 Pre-meeting Test audio of presenter 1 presentation
1 1000 am Welcomebull Introductionsbull Agenda Review
Chair Name
2 1010 Presentation 1bull QA
Presenter 1 Name Affiliation
[Example of detailing a ldquoplan Brdquo if video wonrsquot play during meeting]Chair X introduces speaker and reads truncated bio Presentation will be 6-8 minutes 15 min for QampASlides have one video If for some reason video does not
load plan to refer to link on website where participants can view it on their own Presenter 1 will also be ready to provide a 1 minute description of the video and the key point she wanted to make with itStaffer ___ will manage queue of questions as Board members lsquoraise their handsrsquo through the Messaging button Staffer __ will direct message chair with order of members to ask questionsIf no one has a question or comment Chair will run through member list alphabetically to check if there are comments
3 1100 Title of Decision Itembull Review of key items for
considerationbull Public commentbull Decision
Names
4 1200 Adjourn
Sample Facilitation Plan
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Agenda Planning = Successful Virtual Meeting
Appropriate Presentations
Clear Concise Attractive
Visuals
Key Take-Aways
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Appropriate Presentation Length
Keep Presentations Under 10 Minutes
Ask for presentations to be 8 minutes (or less)If the presenter needs more than 10 minutes
break up contentbull QuestionsDiscussionbull Be strong and clear about limiting questions
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Concise Clear amp Attractive Visuals
Ensure Your Slide Deck Looks Good
Staffer dry-run ndash staffer runs through the presentersrsquo slides on the meeting platformSuggest edits and improve presenterrsquos
slides
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Key Take-Aways
Are there key actions you need from the meeting
Ensure those issues come up or are moved to actionIn lsquowrap uprsquo section of the meeting (prior to adjourn)
summarizeKey communication messagesKey take-aways for stakeholderSummarize whatrsquos next
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Plan for Worst-Case Scenarios
What if you have to shut down the meeting
What will you sayWhat if hundreds of participants want to
comment Does the platform cut you off
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Be Ready for Glitches
Be Ready to Truncate
How to shorten agenda items Shorten presentation Limiteliminate QampA Break item in two (one
today amp one at future meeting) Postpone the item
ldquoStockrdquo or Filler Sentences
Have lsquostockrsquo sentences ready if therersquos a glitchWhat if the Chair
accidentally disconnects
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Keep Meeting On Track
What to say when you encounter
Over-talkingStaying on timeOff-topic conversationNever ending discussion
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Sample Response Talking Over People
ldquoI realize it can be more challenging with our virtual format to know when to jump in but I am keeping a queue We will use the queue in order for all voices to be heard Irsquove got __(name) then (name) then (name) Would anyone else like to get in the queue now As we are limited with time on this item I ask that we all keep our comments as concise as possible Ok [first personrsquos name) please go ahead and then we will be going to (person 2 name)
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Sample Response Staying on Time
ldquoWe have about __ minutes for QA Letrsquos see if we can take at least 3 questions
ldquoWe are going to have time for just one more questionrdquo
ldquoMy apologies but I am not going to add anyone else to the queue at this time as we have only [fill in] (3 6 minutes left or we are over time)
ldquoI know it is important to all of us to stay on time so we can dive into these other key agenda items therefore I am going to push us to wrap this uprdquo
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Sample Response Off Topic ConversationIf appropriate consider using a ldquoParking Lotrdquo or ldquoOther Itemsrdquo list ldquoYou have raised an important issue I am listing that on our Parking Lot list to ensure we discuss it at another time At this time our focus is _________rdquo
ldquoI appreciate you sharing an issue that is important to you at this time we need to stay focused on X but could you bring that back up when we talk about future agenda items during Wrap Uprdquo [In this case the leader does not validate that the item is relevant or important but is still polite They also do not promise to pick it up at a future meeting just that the person should raise it again]
Later agenda item If something that will be covered later is brought up ask them if they can hold the thought
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Sample Response Never Ending DiscussionWhat to do - Note time available for discussion at the beginning of the agenda item - Note how many additional speakerscomments you will be able to accommodate- If there are many in the queue ask all to be very pointedsuccinct
If time looks short ask the group what they want to do - Shorten or eliminate another agenda item - Take up the conversation at another meeting - Extend the end time for the meeting (if so by how many minutes)
Acknowledge time constraints ask if anyone needs additional information before making a decision - If yes propose another time to take up the agenda item - If no use that as an opportunity to close the discussion and move to action
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Additional Resources
bull A guide on organizing and moderating online discussionsbull The Civic Tech Field Guide describes a wide array of tools including some for engagement and now has a
special coronavirus response page It is maintained by Matt Stempeck Micah Sifry at Civic Hallbull A list of digital engagement tools compiled by Susanna Haas Lyons for IAP2 Canada The report also includes
a broader discussion about and recommendation for high-impact digital engagementbull Caitlyn Davison of the Orton Family Foundation created a brief index of online public engagement tools that
was republished and added to by Public Voice in New Zealandbull Here is a basic primer on public engagement that may be helpful for fitting all these pieces together This
reflects many of the ideas and resources described in deeper detail by Tina Nabatchi and Matt Leighninger (Wiley 2015)
bull More on the potential of online tools here And if you want to take a deeper dive into the next set of online technologies and how they might aidmdashand threatenmdashengagement and democracy check out this paper on Rewiring Democracy Subconscious Technologies Conscious Engagement and the Future of Politics
For more httpswwwpublicagendaorgnewsroomdigital-tools-for-engagement
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Additional Resources
bull Leadership Learning Community has crowdsourced and synthesized a wonderful set of resources Its not just a list of links but synopsis of how to meet and lead in this current moment
bull Odin Zackman has pulled together a similarly great list of resources
bull Vlad Moskovski has this one-pager on tools and best practices for virtual meetings
bull Adene Sacks recommended these COVID-19 racial equity and social justice resources She also shared her teams community agreements for online meetings
Thanks to Adriana Renteria CA Water Boards for this list
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Lessons learned San Francisco Bay Conservation and Development Commission
1 Prepare detailed script for use by essential staff and Chair ndash the script must be vetted by technicalIT staff and policy staff who have roles in the meeting
2 Perform rehearsalspractice session(s) on the platform with all department participants ndash these are like ldquodress rehearsalsrdquo before a play
3 Staff who are presenting with partners (eg counties cities NGOs) must conduct practice session(s) with them on the platform
4 Collect all presentations prior to the meeting as back-ups for any presenters who have technical issues
5 Identify the duties of the hostco-hostsbull Have at least two hosts and larger meetings may require three
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Lessons learned San Francisco Bay Conservation and Development Commission bull Include speakersrsquo titles (eg Chair Commissioner ED) next to their
names so participants can identify who is talkingbull Mute all participants prior to the meetingbull If using Zoom
bull Provide a separate non-published link for Commissioners bull Disable chat for attendees and use private chat only for facilitation purposesbull Remind Commissioners not to use chat to avoid ex-parte issues
bull State meeting etiquette in introductory comments including how to virtually raise your hand (WebExZoom)
bull How do you get to Carnegie Hall Practice practice and practice
Thanks to Adriana Renteria CA Water Boards for this list
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Anonymous Instant Polling
bullDirectionsbull Open a web browser on
your computer or phone (explorer safari etc)
bull In the lsquoaddress barrsquo at the top type in
bull ldquosiftlyrdquobull Passcode cnra
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
Thank You
Sarah RubinDepartment of Conservation916-214-5731 (cell)sarahrubinconservationcagov
