Tips for Working Remotely & Virtual Collaboration Tools & Resources

Tips for Working Remotely & Virtual Collaboration Tools & Resources for Nonprofits

Legal Disclaimer The information included herein should never be used as a substitute for an organization’s technical and/or operational judgment and does not represent an official position of JPMorgan Chase Bank, N.A. or its affiliates. This information is provided on an "as is" basis without warranty of any kind, express or implied.

Objectives Share tips and best practices for working virtually and ensuring your hope environment t is the foundation for your productivity. Discuss strategies to effectively collaborate across staff meetings, 1-on-1 meetings, and project meetings based on a framework developed by Mary Alice Arthur (Story Activist). Review team and project collaboration tools currently on the market

Virtual Hosting in the New Abnormal “Little actions count greatly because everything is amplified online. If you've been attending a poorly run meeting, it will be worse online. If you've been offering only one-way content or playing only to certain choices, it will be more obvious there's no participation. If there is disconnection in the group or the wider field, it will be more noticeable. But the reverse is also true. If you're with someone who knows how to create a container for connection and good collaboration, you'll come away feeling energized and stimulated. In forcing us online, this crisis has also created new and intriguing mixtures of people and the opportunity to make connection, collaboration and collective meaning in inspiring ways.” – Mary Alice Arthur, Story Activist 1

Framework for Collaboration & Hosting Focus Check-In Begin with the “end in mind“ when hosting and preparing for a 1-on-1 or team meeting. Since the digital realm amplifies everything, if your meeting attendees are not paying attention – or worse are openly multi-tasking – it can really disrupt the focus of a meeting Avoid "slot management" wherein an agenda consists simply of slots being filled Outcomes A ”Check-In” helps team members become present by inviting their focus to this particular meeting Checkout Clearly define what you want at the end of your project At the end of your meeting, make a clear close by including a ”Checkout” Ask yourself what tangible and intangible results you want to produce in your 1-1-on-1 meetings and team meetings so that process pieces can fall easily into place Ask your teammate or team members what they are taking away or some insight they gained

Establishing Your Virtual Environment Curb isolation and sustain team culture by Try maintaining regular work hours to align continuing to celebrate birthdays, recognitions, and other events virtually Hold coffee or tea breaks that do not focus on work Communicate with your team and manager what meeting pace works best for you and your at-home needs Keep messaging short when using instant messaging Keep your objective in mind Establish the right tone & clear/concise verbiage upfront in emails, IMs, and videoconferencing Avoid using “absolutes” such as never, always, impossible, or cannot. Soften the absolutes if you want to be more credible online Focus On Culture yourself with the same work schedule at home Find a dedicated & comfortable sitting area while working from Check-In home Confirm that you have a strong Wi-Fi What is Going connection to Distract Me? ESTABLISHING ESTABLISHING YOUR YOUR VIRTUAL VIRTUAL ENVIRONMEN ENVIRONMEN T T Outcomes Productivity & Comfort Checkout Do I Have the Tools I Need? Minimize background noise Ensure your manager knows your accessibility needs Video conferencing is a key component for virtual meetings & communications, so it’s best to select the tool that allows proper camera and lighting Test sound from your computer to ensure it’s in sync with the tool

Driving a Virtual 1-on-1 Meeting Have a recurring calendar invite for one- Send an instant message if running late on-one meetings Body language is in listening mode Have an outlined agenda you would like to cover Email tone is inviting Ensure you know the accessibility needs of the individual Turn off all devices and notifications not needed for the meeting Use video when possible and offer an audio dial-in option as a back up Send an email summary of action items Email tone is appreciative Focus On the Individual DRIVING DRIVING A A VIRTUAL VIRTUAL 11ON-1 ON-1 MEETING MEETING Outcomes Feeling Heard & Having Clear Next Steps Check-In What Do They Want to Talk About? Checkout What Do They Need Help With? Recognize milestones and accomplishments Ask check-In questions: What inspired you today? What do you want to talk about today? Revisit actions from the previous 1-on-1 Ask checkout questions: How can I help you? What do you need? How would they like to continue growing their professional development virtually?

Driving Virtual Team Meetings Match timing with the cadence of Introduce new team members deliverables Recognize team accomplishments Email reminder for time sensitive action items and outcomes Ensure everyone has access to document repositories Ensure you know the accessibility needs of all team members Periodically ask for feedback on how meetings can be improved Focus On the Product and Deliverables Check-In Ensure Everyone’s Voice is Being Heard DRIVING DRIVING VIRTUAL VIRTUAL TEAM TEAM MEETINGS MEETINGS Outcomes Team Feels Heard and Has Clear Next Steps Ensure everyone has access to the tools being used for the meeting Remember to include participants on audio-only in conversation Ask check-In questions: What inspired you today? What do you want to talk about today? What have they completed? What are they working on? Checkout Ensure All What are their blockers? Blockers Are identified What is keeping them up at night?

Common Virtual Collaboration Tools TIP: Many software companies offer reduced or special rates for nonprofits. It never hurts to ask! Discussion Platforms & Social Networks Look for private platforms and tools that allow members to engage in meaningful relationships— interact, collaborate, share, Examples: BulletinBoards, learn and solve their top-ofCreateAForum, Hoop.la, mind problems. Nabble, Slack, Tapatalk Videoconferencing & Webinars Many videoconferencing tools have enhanced tools, such as live chat, polling, and screensharing that can make meetings more interactive and engaging. Examples: Adobe Connect, Google Hangouts, GoToMeeting, Microsoft Teams, RIngCentral, Skype, WebEx, Zoom Project Management Tools Project management tools offer teams a centralized hub for each project and an exact place where a team member can find resources for decision-making. Examples: Asana, BaseCamp, Clutterpad, Evernote. Huddle, Jira, Trello Document Sharing & Collaboration Cloud-based storage allows easy access to documents. Other tools also offer tools for simultaneous collaboration within a file. Examples: Adobe Document Cloud, Box, DropBox, Google Docs, Google Drive, Microsoft SharePoint

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