Technical basis

Depending on the group you can take some time before the meeting to test the technicalities of yourself and the participants. These are a few basics you can go through: 

>> Use headphones for better sound and privacy 
>> Be aware people can join on a computer, tablet or phone. The technical possibilities could then be limited. 
>> Always mute participants for less background noise and more calmness in a big group 
>> Mention the different view options (speaker view, overview) 
>> Share your screen with presentations or external content 
>> Use the chat for questions, comments and interaction 
>> Use code in the chat:
++ (name) = “Good idea/point (name)”
-- (idea) = “I think that's a bad idea”
* / i = “I want to say something, can I have a moment?”
>> Use break out rooms for smaller interactive sessions 
>> Use subtitles at gatherings like panels and presentations 
>> Use a virtual background if you don't want others to see the room you are in. (Note: your video footage can be saves on servers of the platform, like Zoom or Skype)  
>> Add someone as a co-host, so they can also (un)mute people, give them access to the meeting etc. 
>> Are you using an interactive tool to work together? Take the time to have participants practive with this. 
>> Can't all participants be at the meeting? You can record it and send it to them afterwards. 
>> Make sure participants have your phone number so they can contact you if they have technical issues.
>> Share beforehand which platform will be used for the meeting and if people need to install/update it. 

We think online security is really important but are, like many, still orientating. A few blogs you can read (Dutch):

https://waag.org/nl/article/wa...
https://www.bitsoffreedom.nl/2...

Interaction

Being our screen it's easy to 'zoom out' for a moment or be distracted by an email, text or pet. That's why it's important for the facilitator to actively involve participants. This can be done by making the meeting interactive. Interaction makes sure all participants can think along and participate instead of just be on the receiving end of the speaker. Besides, everyone learns and contributes in a different way so offering multiple forms of participation is important. Not just speaking and listening but also writing and reading for example, or drawing and watching. Interaction can also help in collecting questions and ideas from everyone and these can be taken into account in the decision making.  

Energy

>> Offer an energizer as an icebreaker to keep the energy levels high, at the start or after a break. It's also a nice way to set an informal atmosphere.  
>> Ask participants to isolate themselves to not get distracted by their housemates, children or partners.  
>> Do a 'temperature check' regularly. Ask how people are doing. 
>> Ask participants to use their bodies. For example, ask everyone to give a thumbs up or down in a decision-making moment.  

The chat

>> Use the chat for interaction, questions and comments 
>> Sometimes it's hard to write and listen at the same time. Activate participants at specific moments to reply to a question in the chat. For example: 'Take a minute to form a few questions or ideas in the chat.' That way you gather everyone's thoughts and make sure everyone is participating. 
>> Give participants the time to prepare for a reply. For example say: Gather your thoughts for a few minutes and then we will collect all replies. 

Breakout rooms

>> Use breakout rooms to discuss a specific topic in smaller groups. That way more people will have a change to speak. Mention people can just leave their mic on in the breakout room. That's better for the dynamic.  
>> Give groups a clear question to keep the discussion alive. You can make random breakout rooms or individually set it up. For example if you want each room to discuss a different topic. 
>> You can reach all participants through 'broadcast'. For example, how much time there is left or by sharing a question they can discuss in the group.
>> Breakout rooms can give you as a facilitator the space to prepare the next part of the meeting. 

External tools

>> Use online tools to brainstorm and work together or to share ideas. Make sure to test these tools beforehand for yourself and the participants. Make sure there is always a backup (for example the chat) in case a participant cannot use the tool because of a technical issue.
>> Start with a simple question so that people can get used to the tool before you ask a deeper question. 
>> Use visual tools to also involve more visual thinkers.  
>> Use a poll to gather information or to vote.  
>> Examples for tools:
- Rise up pad
- Cryptpad.fr
- Google doc
- Google presentation with interactie slides
- Miro, online whiteboard/flip over (account needed)
- Mentimeter
- Kahoot

Combining online and offline

You can also to offline exercises that you will discuss online. For example: making a drawing. 

Security

Safety within a group creates a positive atmosphere during meetings.
Only when the atmosphere feels good and people feel safe can learning happen, can meetings be productive, or can group members truly get to know each other. As a facilitator, it's important not to focus solely on outcomes—working, decision-making, or efficiency—but to prioritize the together in collaboration. Working in groups can be complex; there are often many invisible dynamics at play: the need to belong, group roles, and power dynamics. That’s why it’s important to think in advance about what is welcome in your group, and what isn’t. Also, consider what you can do to help ensure everyone’s contributions are welcomed—even when someone’s opinion may differ from the majority. Only when people feel safe will they dare to show more of themselves. These tips can help ensure that everyone is able to participate, that all ideas and opinions are acknowledged, and that there’s space for genuine exchange.

Expectations

>> Share the schedule in advance. What can people expect? What will the structure be?

>> Prepare your meeting thoroughly and send out an agenda with times (and any relevant documents) so everyone knows what will be discussed and can come prepared.

>> At the beginning of the meeting, clearly state its purpose and the intended outcome.

>> Will the meeting last longer than an hour? Schedule short breaks and let participants know in advance approximately when those will be, so they can plan for restroom breaks.

>> Be respectful of people’s time. Make sure to wrap up topics on time and end the meeting as scheduled.

Personal attention

>> Personally greet each participant by name (including late arrivals). Be understanding—everyone’s (home) situation is different, and being on time is sometimes a privilege.

>> Ask for names and pronouns, so you know how everyone wants to be addressed. You could also ask people to write them next to their names.

>> Do an emotional check-in, making space for both positive and negative feelings—state this explicitly.

>> You can also try creative check-ins, such as: "What color do you feel like today, and why?"

>> Regularly ask if there are any questions or if everything is clear.

>> Directly ask someone if they agree with something.

>> Let participants hand the floor over to each other—this increases everyone’s awareness of one another.

Language

>> Use body language. Give a thumbs-up for agreement, nod or smile while someone is speaking, wave if you like an idea.

>> Not everyone is verbally confident. Speaking in a group—especially online or with strangers—can be intimidating. Acknowledge this and give space for people to speak, even if there's time pressure.

>> Prepare signs or encouragement cards people can hold up in their video window. Be creative!

>> Use the chat to allow people to type what they want to say—make space and time for this too.

Dynamic

>> Working with a large group and have a full agenda? Appoint co-facilitators to support you. This has several benefits:

- It’s less tiring to facilitate, so you can keep your energy up.

- The atmosphere and engagement improve.

- Co-facilitators feel more involved.

- It’s a safe way for less experienced people to practice facilitation.

>> Make sure someone:

- Monitors the chat and highlights questions or comments.

- Keeps an eye on group energy levels.

- Observes who’s speaking and ensures balanced participation (e.g., gender or racial diversity).

>> Be willing to be vulnerable as a facilitator. It can be nerve-wracking to facilitate online with all eyes on you. Having tech issues? Unsure of what’s next on the agenda? Just say so—this builds understanding for a moment of silence or tech glitches.

>> Offline group dynamics—like cis men speaking more—can be even more visible online.

>> Take an active role to balance participation: invite quieter voices in, ask people if they’d like to respond. Also, respect someone’s choice not to speak.

>> Give people time to prepare a response.

>> Name what’s happening. For example: “I notice that only men have answered so far,” or “Not everyone has added something in the chat—would you like to?”

>> Acknowledge silences. Discuss what’s behind them. Maybe people don’t feel safe to speak—create space for that.

>> Let people know ahead of time that you may need to cut someone off due to timing or group dynamics. Clarify that online, this can sound harsher than intended, but it’s not personal.

>> If possible, offer informal time before or after the meeting (like a virtual coffee or hangout). Clearly indicate when the formal part is over so people know they can leave if they want to.

Privacy

>> Be mindful of everyone’s privacy—use headphones so others can’t overhear the meeting.

>> Ask everyone (if possible) to turn their cameras on—and explain why it’s important, e.g., it improves safety and connection.

>> Prevent trolling—only share the meeting link via email.

>> Planning to record the session? Inform participants in advance, explain how the recording will be used, and explicitly ask for consent.

Accessibility

For people with physical disabilities or fewer privileges, the shift from offline to online meetings has increased the ability to participate.

That’s a positive development, but at the same time, this change also highlights that there was often a group of people who were (unintentionally) excluded from participation. However, there are also many barriers in the online space that can make it difficult or even impossible for some people to take part.

That’s why it’s important to consider accessibility for a wide range of bodies, needs, and situations—even in online meetings. These tips are far from complete but can guide you in identifying the needs of your (target) group:

>> Test your tech setup in advance, especially for speakers. Pay attention to audio quality, and make sure the presentation works properly.

>> As a speaker, use a headset to reduce background noise.

>> Arrive a bit early so new participants can test their equipment.

>> Use a presentation to help structure your meeting or talk.

>> Include images or videos to support visual learners.

>> If necessary, use closed captioning for participants who are hard of hearing.

>> If needed, include a sign language interpreter.

>> Describe what’s shown on screen when speaking. Also describe your appearance so that people with visual impairments can form a mental image of the speaker or presentation.

>> If necessary, prevent participants from unmuting themselves. This allows only the host to manage who speaks, reducing background noise.

>> Keep in mind that some participants might be joining via smartphone or tablet, which limits their ability to use chat and other tools.

>> The same goes for other online tools used for interaction (see the section on interaction).

>> If it’s essential that participants join via computer, make this clear in advance.

>> Online meetings are energy-intensive. Keep them short and build in breaks.

And one more thing..

Use online meetings strategically. Not everything needs to be discussed in a video call, and not everything can or should be decided in one session.

Here are a few tips to prevent high emotions and improve decision-making processes:

>> Want to pitch an idea or give a presentation? Share your story in advance. You can write a proposal or record your presentation (e.g., via Zoom or a tool like Loom). This allows participants to reflect on it calmly and prepare arguments or questions.

>> Need to make a decision? Break it into three sessions: Day 1: Understanding the topic. Day 2: Forming opinions. Day 3: Decision-making

>> Are there participants with widely differing opinions? Give them a call beforehand to hear their perspective. You could also encourage them to speak with each other so they feel truly heard and can express strong emotions before the meeting.