Keep Calm and Zoom On - Tips and Tricks to Keep Your Online Gatherings Dynamic!

Choir leaders around the world have been teaching online for a year now, and we’ve all had to adapt in ways we had never imagined.

How to create an online experience to rival a live one is a challenge many of us continue to wrestle with. With many choir members still having to spend all day hooked into video calls for work, making an extra hour or two online appealing is a tough call. But we are motivated to keep our community together until we can meet in-person again, so we are continually exploring new ways to bring community singing to Zoom!

For this month’s Sing Happy post, we share some thoughts, ideas and insights into our approach to online facilitation, all of which can be adapted across all sectors!

First impressions count! 

How many of us have sat awkwardly staring at the screen waiting for a Zoom call to begin? The sounds of someone noisily slurping their tea, the sight of someone else adjusting their settings, and the sea of hopeful faces staring back at you. The host unmutes to say, “We’ll begin soon… when more people arrive”. So you all just… keep... waiting. 

What is it about a video call that makes people lose any sort of sense of ceremony or occasion? Why can’t more calls start with purpose, intention and connection? 

Our own frustrations have led us to find ways for video calls to start in a more engaging way.

There are many ideas to suit your event or meeting, from a carefully crafted question everyone can answer in the Chat, to using a game or challenge that people can engage with until the main event starts. Get creative, and think of a new (and more exciting!) way to welcome your guests to your group call. 

Create a world! 

After the initial awkwardness of the wait, hosts can also often completely neglect the chance to connect and unite the group. Tempted to say a cheery “Hi” only to those you already know? Or to start with a spiel about logistics? 

Please don’t. Instead, create a new, shared world. This means treating everyone as a valuable participant. Set the tone by naming out loud the purpose of your meeting. This sounds so simple but it’s so often overlooked. Inspire the group by letting them know what they can contribute to be part of the occasion. Be clear, write a short script if you need to, but never forget your purpose and, unless everyone knows everyone, don’t single out someone and say, “Hello!”... If someone else doesn’t know you or that person, it can feel a bit like being the last one picked for the team in PE.

Meet everyone!

In our experience, if you don’t encourage interaction or engagement from everybody present at the start of the call, you will be far less likely to get it later on. People will quickly assume the role of a passive observer, if not encouraged otherwise. This needs to be carefully curated and adapted to the size and purpose of your meeting. We’re certainly not advocating an unmuted free for all! Instead, ask for people to show a gesture, or initiate a game where people find or share a relevant item in their homes. We have also had magic moments by unmuting and hearing everyone say a word, for example, “Hello” in their native language, or something relevant to your session. Yes, the sound will be jerky, unpredictable and like something out of space, but you’ll get a laugh and those anxious shoulders will relax a little more! This could take seconds, but add meaning, engagement and connection to your call with little effort!

Keep it visual 

Video calls lack all the dynamism of being in a room with people. Things can seem static and stilted. This absence of physical feedback can be very disconcerting to the host, who has no tangible way to read the room or judge understanding, mood and comprehension. 

The answer? Ask for visual feedback - develop a special signal to communicate and ask for feedback using hand gestures. These can also unite participants so they can see the views and characters of others present. 

Short and snappy 

You may have a lot to get through, but keep information in bite-sized chunks, which are more easily digested. Break up ideas with visuals on slideshows, or clear themes or topics. Throw in quick polls or physical feedback to re-energise and reignite when energy is lagging. 

Make a Break 

Breakout rooms give participants a chance to share thoughts, ideas or information in a lower pressure environment. Small groups of three or so are useful for networking or featured points of conversation, whereas larger rooms may be entertaining or useful to share ideas or troubleshoot. Reflect on what will best serve your purpose and if possible and relevant, plan groups in advance so that you get even, balanced groups who can support each other and the aims of the session or meeting. 

Games, Activities and Collaboration 

There are many activities that adapt well to an online platform that will work for your purpose and group. Plan these carefully in advance and don’t be afraid to try new things in more relaxed environments. Make sure whatever you have planned clearly links back to your aims and this is communicated where necessary, to avoid cynicism or confusion. Make use of cameras, chat functions, household objects and the mute button to make your plans come to life online.