login / register
Join a meeting

About How To Center

This How To Center is designed to help you make the most of this application so you can better collaborate during virtual meetings. Typically, virtual meetings have computer technology assisting it whether the participants are on site and/or remote.

You will get help in the following ways:

  • Action – step-by-step instructions on how to navigate and run this application
  • Suggestion – helpful tips
  • Attention – highlight important information that needs your attention

If you need further assistance, you can go to https://eFlipchart.com where you can reach us by email or phone.


eFlipchart is a fully-secured, cloud-based, electronic flip chart that can be used to better help collaboration during any type of meeting. Typically, flip charts are extremely useful in generating, evaluating, or prioritizing ideas or information. An electronic flip chart is no exception and allows you to do more because they are built with more features and capabilities than traditional flip charts.

How it works

eFlipchart performs like an Audience Response System in that it allows participants to write to a flip chart using an electronic device (tablet, phone, desktop). The results are displayed or projected in real time. As a result, the participants are more engaged and collaboration is more meaningful.

Such an application can be used in a wide variety of settings, including meetings, focus groups, conferences, classrooms, workshops, think tanks, etc. The possibilities are limitless! Anywhere you need a flip chart, whether online or onsite, you can use eFlipchart to enhance your meeting.

In addition, it can be used for virtual meetings where formal working sessions are necessary for teams to reach their objectives and goals. It can be used for brainstorming, fact finding, decision making, planning, problem solving, strategy, etc..

eFlipchart has 4 main components for collaboration:

  1. Present – Display images or presentations
  2. Generate – Brainstorm ideas or information
  3. Evaluate – Evaluate or get feedback on ideas or information
  4. Prioritize – Vote the best or most important ideas


To avoid confusion throughout this help center, several definitions are given to help give clarity to words that are repeatedly used:

  1. Thoughts, Comments, or Ideas are responses from the audience and are specifically requested by the facilitator.
  2. Meeting Room refers to a eFlipchart session where the team is simultaneously connected via their computers and/or smart devices. Technically, it is considered a virtual meeting, whether in-person or remotely.
  3. Facilitator is the instructor, teacher, meeting leader who leads the discussion, working session, etc.
  4. Teams can be an audience, group, workshop, or class where there is a gathering.


This application can be used in meeting facilitation; however, it is not designed to replace “expert” onsite facilitators who are needed for:

  • Long multi-hour meetings, especially in different time zones
  • Difficult topics
  • Issues that are contentious
  • Issues that will have a major impact on people
  • Difficult people
  • Lacking trust from your team

Quick-start Overview

Create a Meeting

Creating and launching a meeting is quick and simple. Just follow these steps:

  1. Go to https://eFlipchart.com
  2. Log in / Register to create a new account or sign in using your Username and Password
  3. In Meeting List, click Schedule to create a meeting
  4. In Meeting Setup, enter name for Meeting Title and set Date and Time
  5. Click Schedule to save and store your meeting in your Meeting List
  6. To enter the virtual room, click Meet Now in Meeting Setup, or Start in Meeting List

Join a Meeting

Inviting team members to join your meeting is quick and simple. Instruct your attendees to:

  1. Go to https://eFlipchart.com
  2. Click Join a Meeting
  3. Enter a Meeting ID (Locate in Meeting List, Facilitator Banner, or Email Invitation)
  4. Enter Name (e.g., first name & last initial)
  5. Enter Email Address
  6. Click Sign In to enter virtual meeting

Meeting List

Meeting List is where you can create new meetings or view, edit, launch any previous meetings or session. All of your meetings are secured and archived so that you can access any of your meeting’s content anytime, anywhere.

Once you have saved a meeting, this application will auto save any updates you make to your meetings, except where noted.

Because your meetings are stored, you will be able to conduct as many sessions as you want with a single meeting until you reach your objective.


Deleted meetings are permanently erased!


Choose Schedule to create a new meeting. You must have at least a 1) meeting title, 2) day and time in order to create a meeting:

  1. Click Schedule in Meeting List
  2. Enter name of Meeting Title, and set Date and Time
  3. Click Schedule to save
  4. Your meeting is now available in Meeting List


After selecting a meeting, choosing Invitations will help you set up and send email invitations. You can also review who has been invited once you have sent out the email invitations.

All invitations are sent via your default e-mail. Email invitations are set up with a meeting ID, https link, and a personal message from you.


After selecting a meeting, choosing Start will take you directly to the Agenda, Present, or Collaborate section of that meeting.


After selecting a meeting, choosing Edit will take you into Meeting Setup where you can review or make any changes to your meeting.


You can delete any selected meetings from your list. Once you delete a meeting, it will be permanently erased and cannot be restored.


Powerpoint, PDF (recommended for best quality), or Image (png or jpeg) files can be uploaded and stored in your database. Although you will have uploaded files, you will have the ability to select which files you want to be made available for each meeting.

Meeting Setup

In Meeting List, once you click Schedule, you will enter Meeting Setup where you can create and setup a meeting or session.

Meeting Title

Create a title that is descriptive of your meeting’s purpose and goal.

Type & Schedule

Set a Day and Time for your choice of a Synchronous or an Asynchronous meeting.

A Synchronous meeting is where an team will collaborate together simultaneously:

To set up a Synchronous meeting:

  1. Enter name for Meeting Title, set Date and Time
  2. Check the Synchronous box
  3. Click Schedule to save meeting

An Asynchronous meeting is where a team, without their facilitator and on their own time, can enter a meeting to fulfill an assignment. Such meetings are good for completing work or conducting pre-work assignments in preparation for an upcoming meeting or session.

To set up an Asynchronous meeting:

  1. Enter name for Meeting Title, set Date and Time
  2. Check the Asynchronous box
  3. Click Schedule to save meeting


Always remember when you are using Asynchronous meetings:

  • You can only conduct a single assignment at a time.
  • If you need to do several assignments, you will need to schedule a new session (new day and time) for each new assignment. Remember, each meeting can have multiple sessions.
  • Always log out on that meeting room where the assignment will take place, so your team will see it when they do their assignment. For example, if you are getting feedback, you will need your topic or headline page to log out on Evaluate.

Start Meeting With

You can start your meeting using one of three different starting points. After starting in one area, you will be able to toggle back and forth between the others during your meetings.

You must select one of these areas to begin a meeting:

  • Present – begin presenting images
  • Collaborate – begin collaborating right away.


As you setup your meeting, you will want to decide how your team will collaborate. There are several methods to choose from depending on what you want to achieve.

Open or Silent

  • Open – These meetings have responses between members open. All members can view each other’s responses. This allows the audience to work together and build off each other.
  • Silent – These meetings have responses between each member hidden. Use this option when you want the audience to work independently and not influence each other.

Share or Hide

  • Share – All members of the team can see each other’s responses by name. Knowing who said what can allow for probing and follow up discussion to get more details.
  • Hide – Each member is anonymous and cannot see each other’s responses, only their own input. The facilitator is able to see all response’s for reasons applicable to their purpose and goal.


During a meeting, you can actively switch between Open and Silent or Share and Hide. You will need to pay careful attention NOT to accidentally share information or names when dealing with sensitive or confidential topics.


Clicking Back sends you back to your Meeting List where you can view all of your stored meetings. You will be able to access and review each meeting’s content and make any changes or updates, as necessary. You will be able to access other stored meetings, too.


Clicking Invitations enables you to setup and send email invitations. You can also review who has been invited once you have sent out the invitations. All invitations are sent via your default e-mail. Email invitations are set up with a meeting ID, Internet link to your meeting, and your personal message.


Powerpoint, PDF, or Image files can be displayed or presented in your meeting room using the Present module. They are stored in a database and are available for you to select and show in any of your meetings.

To upload files to database:

  1. Click Files
  2. Enter both a File Name and Description
  3. Select a File Type
  4. Click Choose File, select a file, and then click Open
  5. Click Add to save file to the database

To select a file for presentation:

  1. Click File
  2. Select file name
  3. Check Show in Meeting
  4. Click Close


There is a way to show multiple images as part of the same deck. If you enter a number in the Sequence box next to each image to be uploaded, multiple images will then be saved under the same File Name and Description. They will then be presented in the same order as the number assigned to each file.


Topic refers to a flip chart page. A topic has a name (headline) and instruction for that page. The name and instruction should clearly describe the collaboration desired. You can have as many topics (pages) as you want.

Once a Topic is created, collaboration occurs when that Topic page is taken through one or more of these collaboration stages:

Generate Evaluate Prioritize

Each topic page is given a Title or Headline, just like you would write on a flipchart. Give clear, specific instructions on what you want the team to do for you.

To create a Topic with Instructions:

  1. Click Topic
  2. Enter text for both Title and Instructions
  3. Click Add to save
  4. Click Close to return

You can create as many topics or pages as you need.

SUGGESTION: Click here to see some examples of Topic titles and instructions.

Schedule or Save

Once you create a meeting in Meeting Setup, you must click Schedule to save it. If you Edit a meeting, click Save it.

Both Schedule and Save function in the same way. In either case, a meeting is saved and stored so that it is available in your Meeting List where you will be able to access it.

Meet Now

While in Meeting Setup, once you Schedule or Edit a meeting, you can click Meet Now to go directly to that meeting’s virtual room.

Running a Meeting

Once you created a meeting room, you will see the left banner is the facilitator panel with Agenda, Present, Collaborate, Attendee List, and Toolbox. The facilitator uses these modules to control and manage the dialogue or flow of the meeting.

The upper banner consists of the Meeting Title, Meeting Room, and Meeting ID. This information is always visible and serves as a constant reminder of the purpose and direction during a meeting. It can be left blank if so desired.

Just below the upper banner are the collaboration stages where the facilitator moves topics from one stage of collaboration to another:

Present Generate Evaluate Prioritize

Below the collaboration decision stages is the flip chart with tabs representing pages that have topic headlines and instructions.

Located on the upper right is a help button that takes you to the Help Center.


This application automatically save your work once you have created and saved a meeting. All work between collaboration stages will automatically be saved.

Collaboration Methods

People and teams follow a path or process when making decisions; hence, this application is built upon decision stages to help simplify and organize several types of collaboration:

Present Generate Evaluate Prioritize

Each decision stage uses a different collaboration method. As you plan and work in decision stages, your effectiveness increases because you will know how to use the right collaboration to get the information you need.

eFlipchart is a flip chart that is designed to take your Topic through several stages of collaboration before reaching your goal.


To begin collaborating in any stage, you will first need to have a ready-to-go Topic. A ready-to-go topic is a Topic that includes a title or headline and instruction.


The present stage is about sharing information. It allows you to present images using Powerpoint, PDF, and Image (PNG, JPEG) files. You have an internal database that allows you to save and show as many files as you want for each meeting. For example, you can show a main presentation file and switch over to a another file and then go back to the main file.

To select a file for a presentation:

  1. Click down Arrow
  2. Select any name from list in the drop down box

To include a file for a meeting:

  1. Click Add
  2. In Files, check box under Show in Meeting to select file(s)
  3. Click Close to return

To upload:

  1. Click Add
  2. In Files, enter both a File Name and Description for a new file
  3. Select a File Type
  4. Click Choose File, select a file, and click Open
  5. Click Add to save file to the database
  6. Click Close to return


New files can be uploaded during a meeting, but it may take some time. It is recommended that you upload and select your files before you begin any meeting.

It is recommended to use PDF format for higher quality images.


This stage is the discovery phase. Teams collaborate by generating or gathering ideas specific to their task.

To add ideas:

  1. You must have a Topic that is ready to go
  2. Click Add after entering [Enter thought, comment, or idea]

To organize ideas by themes:

  1. Click [Create a theme]
  2. Enter a descriptive title or statement representing a cluster of ideas
  3. Click and drag ideas into your newly created Theme
  4. You can also Edit or Delete ideas


Teams give feedback on ideas for the express purpose of refining ideas, selecting fewer options/alternatives, or to get better understanding.

To enter comments:

  1. A Topic page must be populated with ideas from the Generate Stage
  2. Click an entry
  3. Enter text to [ENTER YOUR COMMENT]
  4. Click Add to save

To organize ideas/comments:

  1. Click [Create a theme] to enter a descriptive statement
  2. Click and drag ideas into your newly created Theme
  3. You can also Edit or Delete


Your team can give multiple comments on any entry or response. It is up to you whether you want to instruct your team how much and what type of feedback you want to receive.

If you have ideas already and you don’t need a team to provide them, then just create a Topic page and enter the ideas or responses yourself. After entering, you can then work in the other stages.


This stage is for understanding where the team stands on issues, ideas, or decisions. Several methods are available.

To choose the best choice/option/alternative by allocating points:

  1. You must have a Topic page populated with ideas
  2. Click Constant Sum
  3. Instruct your team to allocate 100 points according to how much they desire each option or alternative.
  4. Click Ok
  5. Review and discuss results
  6. Retake vote, if necessary (Optional)

To rate and compare using a 5-point scale:

  1. You must have a Topic populated with ideas
  2. Click Rating
  3. Select and click a Scale (Like, Impact, Feasibility, or Importance)
  4. Instruct you team to rate each idea
  5. Click Ok
  6. Review and discuss results
  7. Retake, if necessary (optional)


The facilitator can remove their vote by clicking Ignore Facilitator Rating. To retake the vote, the facilitator will need to make sure they are included in the current results (Count Facilitator Rating) before retaking the vote.

Using the Attendee List

The Attendee List shows who is logged into your meeting. You can also Invite and send an invitation to other people while the meeting is open. This is helpful if you want to send a link with the Meeting ID number to help expedite logging in.

To invite people by email:

  1. Click Invite to go to Attendee Invite
  2. Click Send email, which includes a Meeting ID, Internet link, and your message.
  3. At Sign In, attendees will need to enter a Meeting ID, Name, and Email Address

To invite people via Join a meeting:

  1. Go to http://eFlipchart.com
  2. Click Join a Meeting
  3. At Sign In, attendees will need to enter a Meeting ID, Name, and Email Address

Using the Toolbox

The toolbox is a collection of tools designed to help the facilitator lead others and have effective collaboration during your meeting.


During your meeting, you can decide whether to change your collaboration to be open or silent at anytime.

You must select either Open or Silent:

  • Open – These are open meetings. All members can view each others responses. This allows the team to work together and build off of each other synergistically.
  • Silent – These meetings are silent in that the responses of team members cannot see each other. Use this option when you want the team to work independently and not influence each other.


Another method of collaboration is to share or hide the identity of each person’s responses.

You must select either Share or Hide:

  • Share – All members of the team can see each other’s responses by their Sign In name. Knowing who said what can allow for probing and follow up discussion to get more details.
  • Hide – Each member is anonymous and cannot see each other’s responses, only their own. The facilitator is able to see all response for reasons applicable to their purpose and goal.


NOT AVAILABLE AT THIS TIME. You can use a timer to help keep your team on track or set a time for discussions or collaborations. If you need more time, you can always reset the amount of time that you need.

Yes/No Poll

A quick poll is available should you need to get an immediate Yes/No answer or pulse from the team. It can be used anytime, anywhere during your meeting. All questions need to be phrased and asked to achieve a Yes/No response.


A pointer is available to highlight specific areas anytime, anywhere within your meeting. (Not available at this time.)


At times, the ability for team members to Ask Question or Comment during a meeting is important. You can request this feature to be available during your meeting. You can openly display or keep silent all the questions or comments given during your meeting.

  1. Click On to activate and show the Ask Question or Comment button on the lower right hand corner for the team.
  2. Check or Uncheck the box whether to or not to display the questions or comments on the screen
  3. If displayed on screen, to remove question or comment, Click to dismiss
  4. Click Off to inactivate and make the button disappear.


You will need to instruct your team on how you want them to ask questions or give comments during a meeting. You can request for their questions or comments during or after meetings.

When questions or comments are given, a Topic page is automatically created and recorded as part of the meeting’s documentation. The topic name is Question/Comment.

Helpful Suggestions

Preparing for a Meeting

Proper meeting preparation is essential to having effective collaboration. There are several important steps that you need to consider as you prepare and take advantage of what eFlipchart can do for you.

Step 1: Define your Purpose & Goal

What do you want to accomplish? How do you want to involve the audience? Defining your purpose and goal is one of the most important things you can do to prepare:

  • Articulating your problem or opportunity into an objective statement
  • Understanding what roles your team has to play in order to help
  • Identifying specific goal(s) to help you be successful


Click here to learn more about how to write good objectives, roles, and goals that are meaningful and actionable.

Step 2: Know which Collaboration Method to Use

To collaborate effectively, it is helpful to know different methods for collaboration. People and teams follow a logical path or process when making decisions; therefore, this application supports the decision process to help simplify collaboration:

Present Generate Evaluate Prioritize

Each stage uses a different collaboration method. As you plan and work in decision stages, your effectiveness increases because you will learn and know how to use the right stage or collaboration to get the right information.


Click here to learn how to determine what stage in collaboration you are at and where you need to be based upon those questions you or your team are asking.

Step 3: Select how you will Collaborate

eFlipchart gives you more flexibility and creativity to work as a group. Different collaboration methods can be utilized to achieve specific outcomes. Decide how you are going to work together to reach your objectives.

  • Do you need to work together or anonymously?
  • Do you need to share or hide individual responses?
  • Does the work need to be accomplished by a team, an individual, or both?
  • Can the work be completed in a single session or multiple sessions?


Click here to learn more details for each collaboration method.

Step 4: Write your Topic Headlines and Instructions

Knowing how to divide your meeting into collaborative tasks is very important. eFlipchart uses an interactive flip chart. Each tab represents a page and is given topic name and instructions for a given discussion or task.

It is important that you understand where you are at in your decision path because you will be able to create Topics for your virtual meeting. Once a Topic is created, it is taken through one or more decision stages.


Click here to learn more about organizing topics into collaborative tasks.

Determining your Collaboration Methods

Just how does one know and understand which collaboration method they should be using? The best way is to link your questions to the decision stages. Questions are different for each decision stage. As you link your questions to stages, you will be able to better understand what collaboration is needed.

Generally, the type of questions usually asked for each stage are as follows:

Generate is the discovery stage. The type of questions typically addressed in this stage are about generating and gathering ideas or information:

  • Do I need new ideas?
  • What is out there?
  • What are my alternatives or opportunities?
  • What is happening/occurring?
  • What steps do I need to take?
  • Do I need to record meeting notes, exchanges, etc.?


Evaluate is your feedback stage. The type of questions typically addressed in this stage are centered around getting feedback and clarification:

  • Do I need feedback to get clarification and understanding?
  • Do I need to refine or reduce my ideas into fewer alternatives or options?
  • Why is something occurring?
  • How do you explain something?


The Prioritize stage is for decision making. The questions typically asked are trying to get the best priority for decision making.

  • What is my best choice/option/alternative?
  • Can we get consensus?
  • How does my choices/option/alternatives stack up against a set of criteria?

Examples of Purpose & Goals

Good, effective collaboration depends on well-written, descriptive statements. The more descriptive you are with your statements, the clearer it becomes to know what the team’s objective and goal is to be.

Here are some helpful tips in writing good statements:


  1. Start your statement with an action verb that describes your task (e.g., Generate, Evaluate, Identify, Plan, Prepare, Prioritize, Select, Understand, etc.).
  2. Complete your statement with a word that elicits the type of ideas you need (e.g., Alternatives, Causes, Criteria, Concepts, Goals, Feedback, Ideas, Opportunities, Options, Solutions, Strategies, Steps, Other)

Examples of objective statements:

  • Identify the necessary planning steps that should be taken to . . .
  • Evaluate which alternative strategy we should consider . . .


The more your team understands their roles, the more likely they can help you reach your goal. If roles are not given or not clear, then your meeting runs the risk of having unwanted behaviors that can disrupt your collaboration.

  1. State who you are and/or who you represent
  2. Give your team their role and your expectations on how you need their help.

Examples of roles:

  • I am a Research Manager for Acme Business Unit. Each of your departments has research needs for the upcoming year. I need your help planning the research activities that we will be needing for each quarter.
  • I am representing HR management. We need your help with the upcoming merger between our company and another. You have been randomly selected to be part of a team of advisors whose job over the next two days is to identify applications or ideas to be considered for improving morale.


Successful goals are specific, actionable and can be given in terms of breadth or depth. Breadth is about getting lots of novel ideas while depth is about looking for one or two carefully developed options/alternatives.

  1. Decide whether your goal needs breadth or depth
  2. State it specifically in actionable, measurable statements

Examples of goals:

  • Obtain 15 carefully worded and approved affinity statements for a segmentation study on brand loyalty.
  • Select the best 3 morale improvement options/alternative for management to consider after the merger.

Examples of Meeting Types

The following types of collaborations are examples you will find for each decision stage. You will note that most types of collaborations occur in the generate stage because of the need to gather ideas. As you progress from stage to another, your method of collaboration changes, too.


Typical meeting collaborations that generate ideas include:

  • Brainstorming
  • Comparative Analysis
  • Fact finding
  • Note taking
  • Planning
  • Problem Solving
  • Situational Analysis
  • Strategy


Typical collaboration for feedback include:

  • Feedback
  • For or Against
  • Pro vs. Con
  • Advantages vs. Disadvantages
  • Benefits vs. Shortcomings


Typical meetings or collaboration where you need to test options/alternatives include:

  • Decision Making

Examples of Topics

Topics can be organized for simple or complex meetings. In a complex meeting, there are more Topics to cover and can be organized by Parent Topics and Subtopics. Listed below are some examples to show how topics and instructions are written for meetings.


  1. Topic Title – Improving Morale
  2. Instruction – We need to generate at least 10 viable company applications for improving employee morale for the upcoming merger.

Getting Ideas Ready

To collaborate in any of the decision stages, a Topic needs to be created first in order to receive responses from attendees. As collaboration moves from stage to stage, it is important that ideas or responses are ready for the next stage; meaning, the team agrees the ideas are specific and actionable for further collaboration.

Getting your ideas into a state of readiness may require you to ask questions, rewrite responses, use themes, or use parking lots.

Ask Questions

Getting the team’s ideas into readiness takes some probing and asking questions on your part. Asking questions and using a Yes/No Poll should help your team agree to how ready the ideas are for further collaboration.

You should get agreement using three criteria:

  • Satisfactory – Ideas are specific and actionable and ready for further evaluation
  • Tentative – Ideas that are headed in the right direction, but are not specific enough nor actionable
  • Not Useful – Ideas are irrelevant and can be removed

Edit or Delete Responses

Getting ideas ready may require your team to resubmit, edit or delete them. Either you or someone can edit or resubmit an idea.

To Edit or Delete an idea:

  1. You must have a Topic populated with ideas
  2. Choose an idea
  3. Click Edit to make text changes, or
  4. Click Delete to remove idea

Using Themes

Creating a Theme is a way to organize ideas or responses into common or uncommon themes. Using themes is a great way to organize and clarify your ideas in order to get them into readiness state. You can click and drag any ideas into a theme you have created.

To move ideas into a Theme:

  1. You must have a Topic populated with ideas
  2. To move ideas, Click [Create a theme] and enter a descriptive word(s)
  3. Click and drag ideas into your newly created Theme

Parking Lots

Sometimes irrelevant ideas are given; however, they may become relevant or useful later on. It is important not to discard them, but to set them aside for the time being.

To move ideas into a Parking Lot:

  1. Create and name a Topic: Parking Lot
  2. Write instruction: Placeholder for future consideration.
  3. In your working topic, click Edit and highlight and copy the idea
  4. Go to Parking Lot and click [Enter you thought, comment, or idea] and paste your idea and click Add
  5. Return to your working topic and Delete the unwanted original idea


Icebreakers play an important role in helping teams to connect, participate, and cooperate with others in a collaborative environment. In addition, Icebreakers can help familiarize your team with this application.

Using a flipchart for Icebreakers is simple and easy to set up. Use your imagination to create activities that people will enjoy.

Here are some examples:

Fact or Fiction

  1. Create a topic and name it Fact or Fiction
  2. Write an instruction: Please enter 3 statements about yourself that are not known by others. Give 2 statements that are true and 1 false statement. Use a punctuation mark or character to separate each statement.
  3. Read the instruction and let them know that you only want one entry per person.
  4. Start with a Silent meeting and Hide their names. You may want to use the Timer set for 5 minutes. After all have entered their text statements, then Open the meeting for all to see the results.
  5. Then, in round robin fashion, guess who gave the statements, and, if each statement is true or false.

My Name is?

  1. Create a topic and name it My Name is?
  2. Write an instruction: Write and attach an adjective next to your name or nickname that not only describes a dominant character trait of yourself, but also starts with the same letter as your name or nickname (e.g., Jolly Jerry).
  3. Read the instruction and let them know that you only want one entry per person.
  4. Start with a Silent meeting and Hide their names. You may want to use the Timer set for 5 minutes.
  5. After all have entered their names, then Open the meeting for all to see the results.
  6. Then, in round robin, talk about their names.

Exiled Island

  1. Create a topic and name it Exiled Island
  2. Write an instruction: You’ve been exiled to a deserted island for a year. In addition, to the essentials, you may take one piece of music, one book, and one luxury item with you to the island. What 3 items would you take (Please separate each item by a punctuation mark or character.)?
  3. Read the instruction and let them know that you only want one entry per person.
  4. Start with a Silent meeting and Hide their names. You may want to use the Timer set for 5 minutes.
  5. After all have entered their items, then open the meeting for all to see the results.
  6. Then, in round robin, talk about why they selected those items.

Add Words

  1. Create a topic and name it Add words
  2. Write an instruction: The first person says and writes a word, for example ‘The’. A second person says the first word and ADDS a second word of their choice, and so on until a sentence is completed.
  3. Read the instruction and let them know that you only want one word entry per person.
  4. In round robin order, each person gives a word until a sentence is completed, or so you hope!


Rules are important for any meeting. This application provides several rules that are applicable to every meeting.

If you need additional rules:

  1. Create a topic and name it Rules
  2. Write an instruction: Rules for our meeting should include . . .
  3. Your team can create rules specific to your team’s needs
  4. Edit or delete any rules that are not clear or applicable
  5. Or create a single page file showing the rules. Upload it into the database. Select it for your meeting and show it in Present.

Here are some examples of rules used in meetings:

  • Say name before speaking
  • Be prompt and regular in attendance
  • Listen attentively
  • Do not be involved with other activities (email, Internet, or work)
  • Only one person talks at a time
  • Talk only within the amount of time designated
  • Work gets completed within stipulated time
  • Be respectful and open to each other’s point of view
  • Keep confidences and assume others will tool
  • Safe to share information
  • Stick to the objective, roles, goal (agenda), unless we agree to change them
  • Full participation as a team, not fight and win
  • No judging or criticizing
  • Build on each other’s ideas, information, concerns, or definitions
  • Be creative
  • Anything is possible
  • Test assumptions and inferences
  • Share factual information
  • Share all relevant information, no holding back
  • Use specific examples
  • Explain your reasons and intents

Virtual Meeting Checklist

Here are several suggestions to help you make the most out of your online meetings.

Before your meeting starts

  • Take the time to familiarize and visualize how you will use this application prior to your meeting.
  • Review your meeting setup and topics.
  • Take the time to go to the help center and review tips on being a more effective facilitator.
  • Share time schedule between team members in different time zones. Make sure you are on the correct time zones.
  • Make sure you invite the right people. It is far better to have fewer with the right people rather than more with the wrong people.

When people log in

  • Before you start, have a slide with back up numbers and technical information in case something goes wrong.
  • Also, if you have any special needs, please include a slide with your special needs (e.g., hearing disability)
  • Assist people to Sign In (Meeting ID, Name (First Name Last Initial), Email Addresses

At the start of your meeting

  • Welcome / Introduce Attendees
  • Consider an icebreaker
  • If starting with Agenda, obtain clarity and get approval on the meeting’s Purpose and Goal (your objective, role, goal)
  • Describe how the team will collaborate (Topics)
  • Share the criteria or boundaries that the team needs to operate under
  • Review the rules
  • Familiarize team with application/tools

During your meeting

  • Use the toolbox judiciously to engage the team, communicate clearly, help cross cultural barriers, and make work tasks simpler and easier.
  • Ask questions
  • Get clarification
  • Get comments
  • Use quick poll responses
  • Ask team members to be specific and concise when they type in their ideas.

Ending your Meeting

  • If your meeting does not have enough time, reschedule to continue
  • Review outcome against objective and goal and determine next steps
  • If necessary, reschedule a meeting to review action items or follow up plans
  • If necessary, review your parking lot and determine next steps for irrelevant ideas
  • Get feedback on your meeting (if possible)
  • Adjourn on a positive note and thank members for their hard work
  • Log out and close meeting (once your meeting is closed, no changes can be made to it by participants)
  • Send report

Facilitator Tips

A facilitator’s most important skills include meeting preparation, making people feel at ease, and asking the right questions so that collaboration is effective.

Preparing for Meetings

Always be prepared. Nothing drains a team of its enthusiasm to help when a facilitator is aimlessly trying to pull it off. Preparation, alone, helps any facilitator be a more effective leader.

  • Plan and organize your meeting
  • Invite only those who you know can help you
  • Use a pre-meeting checklist
  • Be familiar and effective with eFlipchart!
  • Practice your facilitation skills
  • Refer to the Help Center and eFlipchart.com as needed

Build Relationships

Facilitating and leading others to successful meeting outcomes require you to develop and maintain good relationships. To make the best of your meetings, keep attendees informed and engaged at all times.

Clearly communicate roles

  • Each member knows how they will help

Make members feel comfortable and valued

  • Use Ice Breakers
  • Instruct and use Ask question or Comment for clarity and understanding (multi-national or cross functional teams)

Always encourage and promote equal or full participation

  • Be positive, cheerful, and courteous
  • Use polling to engage or pulse your team
  • Use round robin discussion to involve all in a systematic and orderly manner
  • Be sensitive when using selective tools (e.g., silent vs. open, hide vs. share)
  • Ask the right questions to prompt participation

Promote mutual understanding

  • Paraphrase or recap to keep the team informed
  • Use polling to clarify, understand

Be a good listener

  • Stop talking!
  • Ask questions to understand or clarify
  • Empathize
  • Have patience
  • Don’t argue or criticize
  • Compliment with good examples

Ask the Right Questions

Your primary responsibility is to make sure your team always has valid information so they become empowered to collaborate for you. Your team’s ability to work toward results is largely influenced by how familiar you are and how well you ask and apply the right questions.

Use questions to encourage and motivate participation during collaboration

  • Who else has an idea?
  • Who else has a comment?
  • Is there another perspective on this issue?

Use questions to get understanding

  • I think I heard you say…is that correct?
  • Are you saying …?
  • Is this what you mean …?
  • Am I correct in that you are saying …?

Use polling (Y/N) to get agreement

  • Does everyone think this idea is … (Satisfactory, Tentative, Not Useful?
  • Do you agree with this theme?
  • Should we get a few more ideas?
  • Could this statement be merged with …?
  • Are we finished with this statement?

Use open-ended questions to probe for clarification

  • What did you mean by …?
  • Could you tell me more about …?

Use open-ended questions for completeness or accuracy

  • What other things may we have missed?
  • Can you provide specific information to back what you claim?
  • How does that compare with what you said before?

Use open-ended to address strong emotions

  • Why do you have such strong feelings about …?

Use open-ended questions to evaluate

  • How good would you say it is?
  • How do you know it is not good?
  • What are the pros and cons of …?

Use open-ended questions to get examples

  • Could you help by giving an example?
  • Could you give me a specific example when you …?

Use open-ended questions to extend details (laddering)

  • Could you tell me more about that, please?
  • And what happened after that?
  • Then what else?

Use open-ended questions to get implications

  • What consequences will happen as a result of …?
  • How will this information impact the …?

Use open-ended questions to get more options

  • What other alternatives can be considered …?

Use open-ended questions to get perspective

  • Why did you say that?
  • What were you thinking about when you said …?

Use open-ended questions to understand relevance

  • How is what you are saying related to what we are talking about?

Keeping the Team on Task

Regularly keep all informed

  • Review and update objectives and goals
  • Recap discussion, decisions, and actions

Provide feedback

  • Team performance
  • Remind them of rules and boundaries
  • Observe and control for unwanted behavior

Stay on time and on track

  • Storing meeting will enable you to stop and resume at a later date
  • Use the timer to allocate time to people or process

Get agreement throughout each process or phase

  • Use polling (Y/N) judiciously
  • Get commitment to decisions or actions
  • Create action items, assign owners and deadlines.

Controlling Unwanted Behaviors

Most people who come to meetings, knowingly or unknowingly, engage in behaviors detrimental to the team’s progress. The key to controlling unwanted behavior is to 1) create rules and get agreement upfront, and 2) follow through with reminders when the behavior manifests itself.

In all cases, remember

  • Never use anger or embarrassment
  • Always strive to bring a person back into the meeting in positive ways
  • Stay neutral, professional and composed

Non-participating or silent person

  • Include in the ground rules, full participation, and ask the team to follow it
  • Ask question directly to non-participating person
  • Ask for help in engaging each other

Negative person

  • Include in the ground rules, anything’s possible, and ask the team to follow it
  • Ask questions to turn negative into positive

Withholding Information (Fear)

  • Include in the ground rules, no criticizing, and ask the team to follow it
  • Ask questions to get participation

Conflicting Assumptions or Inferences

  • Include in the ground rules, factual information, and ask the team to follow it
  • Ask questions for accuracy

Avoiding sensitive, confidential issues

  • Include in the ground rules, safe to share, and ask the team to follow it
  • Ask question for understanding or concerns

Self-appointed experts

  • >Include in the ground rules, open and respectful, and ask the team to follow it
  • Ask questions to invite others to share

Off track team

  • Include in the ground rules, objective, role, and goal, and ask the team to follow it
  • Ask questions to get team back on track

Anger & Extreme Emotions

  • Include in the ground rules, respectful and open, and ask the team to follow it
  • Show empathy and ask questions of others if they would like to comment (divert attention away)

Rambling discussion

  • Include in the ground rules, amount of time, and ask the team to follow it
  • Ask questions of other attendees
Copyright 2010 – 2017, Meridian Research Group, All Rights Reserved
Powered by Zenware