Microsoft Word - Working Remotely_Virtual Collaboration_One-Pager

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.

Tips for Working Remotely & Virtual Collaboration

Tools & Resources for Nonprofits

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

Importance of Adapting to a Virtual Environment

Mary Alice

Arthur

(Story Activist)

“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.”

Common Virtual Collaboration Tools

Discussion Platforms

& Social Networks

Videoconferencing

& Webinars

Project Management

Tools

Document Sharing &

Collaboration

Look for private platforms and

tools that allow members to

engage in meaningful

relationships—interact,

collaborate, share, learn and

solve their top-of-mind problems.

Many videoconferencing tools

have enhanced tools, such as live

chat, polling, and screensharing

that can make meetings more

interactive and engaging.

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.

Cloud-based storage allows easy

access to documents. Other tools

also offer tools for simultaneous

collaboration within a file.

Examples: BulletinBoards,

CreateAForum, Hoop.la, Nabble,

Slack, Tapatalk

Examples: Adobe Connect, Google

Hangouts, GoToMeeting,

Microsoft Teams, RIngCentral,

Skype, WebEx, Zoom

Examples: Asana, BaseCamp,

Clutterpad, Evernote. Huddle,

Jira, Trello

Examples: Adobe Document

Cloud, Box, DropBox, Google

Docs, Google Drive, Microsoft

SharePoint

Framework for Collaboration & Hosting

Focus

Outcomes

Check-In

Checkout

Begin with the “end in mind"

when hosting and preparing

for a 1-on-1 or team meeting.

Avoid "slot management"

wherein an agenda consists

simply of slots being filled

Clearly define what you want

at the end of your project

Ask yourself what tangible and

intangible results you want to

produce from meetings

Minimize disruptions upfront

by having a”Check-In.”



Check-ins helps team

members become present by

inviting their focus to this

particular meeting.

At the end of your meeting,

make a clear close by

including a”Checkout”

Ask your teammate or team

members what they are taking

away or some insight they

gained

its affiliates. This information is provided on an "as is" basis without warranty of any kind, express or implied.

Tips for Adapting to Virtual Work Environment & Meetings

Dimension Establishing Your Virtual Environment Driving a Virtual 1-on-1 Meeting Driving Virtual Team Meetings

Focus

Focus on Culture Focus on the Individual

Focus on Team Products &

Deliverables

Curb isolation and sustain team culture

by 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

Have a recurring calendar invite for one-

on-one meetings

Have an outlined agenda you would like to

cover

Email tone is inviting

Ensure you know the accessibility needs of

the individual

Match timing with the cadence of

deliverables

Recognize team accomplishments

Email reminder for time sensitive

action items and outcomes

Outcomes

Outcomes: Productivity & Comfort

Outcomes: Feeling Head & Having Clear

Next Steps

Outcomes: Team Feels Heard and Has

Clear Next Steps

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

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

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

Check-In

Outcomes: What is Going to Distract Me?

Check-In: What Do They Want to Talk

About?

Check-In: Ensure Everyone’s Voice is

Being Heard

Try maintaining regular work hours to

align yourself with the same work

schedule at home

Find a dedicated & comfortable sitting

area while working from home

Confirm that you have a strong Wi-Fi

connection

Minimize background noise

Send an instant message if running late

Body language is in listening mode

Recognize milestones and

accomplishments

Ask check-In questions: What inspired you

today? What do you want to talk about

today?

Introduce new team members

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?

Check Out

Checkout: Do I Have the Tools I Need? Checkout: What Do They Need Help With?

Checkout: Ensure All Blockers Are

Identified

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

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?

What have they completed?

What are they working on?

What are their blockers?

What is keeping them up at night?