Virtual Meeting Leadership Quick Tip #1: Delegate Roles

For large meetings, there are competing priorities for a single facilitator. That’s why I recommend taking stock of the tasks needed for a smooth meeting, and creating roles and a “run of show” document that shows the steps needed for each task according to each moment in the agenda.

My first few large meetings on Zoom brought me back to my first crowded brunch shift as a waitress: The food was up. The cook snarled that the order would get cold. Table #6 needed their bill. A new couple was waiting to be seated. Cool Whip was needed for the pumpkin pie order. I am to patiently discuss salad dressings with table #7.

To prevent flashbacks, I quickly adapted to having help for my meetings. Below are a few tasks beyond “facilitator” that you may want to consider designating roles for — particularly for larger meetings:

• Screen Sharer for a Presentation. Unless you have dual monitors, you may find yourself having difficulty toggling back and forth between monitoring chat, dealing with pagination, and ensuring presentation mode looks right on Zoom. Someone else can take this on.
• Chat Monitor and Link/Prompt Chat Dropper. If you’re creating a large meeting to achieve an outcome, you’re likely creating prompts to support sequential thinking, perhaps dropping question prompts or google doc links at the right time. Having someone
• Breakout Room Builder. This can be a heavy role, depending upon the complexity and customization. Includes tracking time and deciding when to close rooms.
• Waiting Room Monitor. If you want to have the waiting room function on, you need to make sure you don’t leave anyone hanging; at times people get b
• Breakout Room “Helper.” I do feel like the new waitress when I have four breakout rooms using the button that “asks for help” and wants me to visit their room to troubleshoot something. I recommend designate a few co-hosts that can take on this function.
• Muter. Self explanatory! It’s like whack-a-mole.

What other roles have you found to support larger meetings?