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Virtual Meetings During COVID-19

  • Wednesday, March 18, 2020 7:28 AM
    Message # 8839711

    Philanos Board members report that their affiliates are scrambling to keep connected, working, and passing critical information during quarantine and social distancing.  Both Jenny Berg and Sandra Cook report their affiliates (Cincinnati and Denver, respectively) are adopting Zoom conferencing for Board and committee meetings.  If you get a membership (free) on TechSoup for Nonprofits, you will find access to their catalog of tech tools that can help.   They are also offering a 50% discount on new Zoom subscriptions at the TechSoup site.   Our Board uses Zoom for all our virtual meetings (since we are all over the country) and have found it to be easy to access and use with a designated administrator to set up meetings, invite others, and control the screen for any presentation materials.

    Please share any other solutions you might be using.

    Maggie Glasgow, Philanos Board

    Greenville Women Giving

    Moved from Member-to-Member Forum Discussions: Monday, March 23, 2020 7:43 AM
  • Wednesday, March 18, 2020 5:47 PM
    Reply # 8841121 on 8839711
    Anonymous member (Administrator)

    We had a great meeting on ZOOM that we just finished.  We even used zoom's "breakout rooms" for small group discussions which was very effective (you can even use a timer for breakouts and then everyone rejoins the main meeting.  

  • Wednesday, March 18, 2020 5:48 PM
    Reply # 8841122 on 8839711
    Anonymous member (Administrator)

    We had a great meeting on ZOOM that we just finished.  We even used zoom's "breakout rooms" for small group discussions which was very effective (you can even use a timer for breakouts and then everyone rejoins the main meeting.  

  • Thursday, March 19, 2020 6:50 AM
    Reply # 8841976 on 8839711

    Women Investing in Nebraska has used Zoom for committee meetings for a couple of years. We have members who live hundreds of miles apart. Often members in the same city as the meeting host call in from their office to participate without the commute time.

    Zoom is easy for everyone to use. We include instructions and tips with the meeting agendas sent to participants.

    Meeting rules remain important:

    • Making sure everyone can hear and be heard
    • Sharing materials and agenda ahead of the meeting
    • Making sure the chair knows who is participating so they can solicit comments
    • Taking turns speaking and soliciting additional comments before moving on
    • Minimizing noise around call-in participants

    We used Zoom for a site visit two years ago when we had grant seekers and committee members on both ends of the state. That worked well, and we may be expanding that use this year.

    Thanks for sharing your experience with the break-outs.

  • Monday, March 23, 2020 9:28 PM
    Reply # 8852729 on 8839711

    Hi Lori, thanks very much for sharing your Zoom meeting process. How do you use Zoom for your site visits? During our site visits we normally walk around a finalists' premises a bit to get a sense of their activities, the vibe and space. We're concerned about how to capture that via Zoom. Any tips? Thanks very much for any insight you, or anyone else, can provide! Cheers, Christine

  • Wednesday, March 25, 2020 10:42 AM
    Reply # 8858165 on 8839711

    Mary Broach from Impact100 Philadelphia shared a great tip for Zoom calls when we were on one yesterday for Philanos: pick an unusual start time for your meeting. There have been some bandwidth issues with tons of people logging in at the top of every hour, and even scheduling for 15 or 30 minutes past the hour is problematic. Mary suggests (and she got this from her daughter, so it must be right, right?) is that you try scheduling your meetings for 12:13 or 3:11 or some such wacky time so that there aren't as many people logging in at once.

  • Wednesday, March 25, 2020 11:52 AM
    Reply # 8858344 on 8839711
    Jenny Berg

    I just finished a call w/ several other Impact 100 leaders with great challenges and ideas as they quickly approach their annual meeting.  ONe thing that sticks with me is to think about what your org’s response is:  Immediate, Intermediate, or recovery?  

    There’s probably a place for each of our org’s in those areas.  Where is your org uniquely positioned to help? (Thank you Clare B, Impact 100 Cincinnati)

    One group may move their pooled funds into a community funders COVID-19 rapid response consortium, one may do one large grant and several other smaller grants to more applicants.  

    Many options - get your members input tho, as this is critical to building trust

  • Friday, March 27, 2020 8:13 AM
    Reply # 8862222 on 8839711

    Women's Impact Fund in Charlotte has started using Cisco WebEx for our meetings. They have lifted the restrictions on their free service, so you can have up to 100 people on a call of unlimited duration with the free program. Don't even have to enter a credit card number. 


  • Friday, April 03, 2020 4:54 PM
    Reply # 8878211 on 8839711
    Sandy Cook

    Impact100 Metro Denver tested a small group "happy hour" using Zoom.  It was designed to work with 13-15 people.  Posted one morning, filled in an hour!  One of our members is an excellent facilitator and structured a discussion (using chat rooms) and the full group.  It received high marks.  An interesting observation--some people who participated were not particularly active members.

    So, our Education and Engagement teams are setting up a new series: "Isolation Assembly:  Touch Point Tuesday's. " Every Tuesday in April and May--one week a coffee; another happy hour.  There will be a focus topic each time to get the conversation started.   Will keep you posted on the topics and how it goes.

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