First Virtual Meeting Experience

“Test test”

“Hello, can everyone hear me?”

Instead of having our usual meeting at Hotel Istana in city center, we have shifted our meeting from the comfort of a conference room with our workwear, to an even more comfortable zone – our home, with casual wear. Instead of giving a speech in the stage area of a conference room, we are now giving a speech in front of our computer screen, not knowing if who is watching from the other side of the screen.

Followed by the Movement Control Order (MCO) announcement by our Prime Minister, our executive committee members have started a trial meeting to experience a virtual toastmasters meeting two days before our actual meeting scheduled on 18^th March 2020.

“Can we have the Sergeant-at-Arm (SAA) to announce the start of meeting?”

“I have a question to SAA, where is the toilet?”

“Where can I get the refreshment please?”

“How do I validate my parking ticket?”

Trial meeting among the excos - guess who's that?

Some members were already cracking jokes during the trial meeting. Laughter filled my room even though we did not meet each other in person. We were still trying to make fun of each other to cheer up the atmosphere. We quickly ran through the drafted agenda in order to make sure a smooth transition during the actual meeting. The trial meeting went smoothly without any technical issue as we can see and hear almost everyone smoothly. We know we are all good to proceed hosting an actual meeting 2 days later.

As someone who has never hosted a video conference call, I was fortunate enough to have Boey, our Sergeant-at-Arm who offered help hosting the meeting and assisted whoever was facing technical difficulties in joining the meeting. Our VPE, Eng Kein offered to become the moderator for this meeting, who would be the one ensuring a smooth transition throughout the meeting. With screen sharing function, we could easily view the current agenda and timing indicator flashed by Eng Kein. While the rest of the audience could take their own sweet time in communicating using the chat function on the right side of the screen.  

It caught me by surprise when I noted that we have almost 10 guests who were keen in joining our very first virtual meeting online, which was a bigger turnout compared to our usual number of guests in meeting. The actual meeting started 15 minutes later than usual, as we spent some time in overcoming technical issues and making sure all members and guests got ready in the meeting.

At first, I felt unnatural as I had to deliver my presidential opening speech in front of a screen. Looking everyone was having their mic muted, and some even blocked their web camera, I wasn’t too sure if everyone was with me and could see or hear me clearly. I cut my opening speech shorter, but spending more time in engaging with the virtual audience over the screen, especially our guests. I felt much comfortable after a few minutes talking to the screen and imagining myself as a radio broadcaster.

The actual meeting was conducted as per scheduled agenda with slight modifications. We have removed Grammarian and Ah Counter roles in order to shorten the meeting and allowing more buffer in transition between each session. What makes the meeting even more remarkable was that we had two speakers, Zaid and Aina who delivered their ice breaker speeches online. I felt extremely proud of them as they were so dedicated and delivered the speeches with full preparation. This was also the first time we were giving a standing ovation to our ice breaker speakers over the screen. I could hear cheers and laughter from the the tiny boxes with happy faces appeared on my screen.

Conducting a virtual meeting is not only challenging to speakers, but to all role players, especially timer.

“AMBER AMBER AMBER!!”

“RED RED RED!!”

Our timer, Eng Kein shouted in the chat box when one of our assignment speakers, Boey was delivering his prepared speech had gone overtime. Boey was so passionate as he was sharing about his hobby in his speech, that he totally forgot about the time.

Timer was shouting in the chatbox. Lol

Timer panic level up up

“YOU ARE ALMOST DISQUALIFIED.” Eng Kein continued shouted in the chat box. I could feel the inner struggles from him. I felt pity for the timer, yet felt hilarious looking at the conversation appeared on the chatbox. 

Boey finally concluded his speech at 8 minutes plus. Eng Kein was relieved, so do I.

I felt the tense throughout the entire meeting as I worry the virtual meeting would go wrong. It is not easy to conduct an online meeting, but we did it successfully with the help of a group of dedicated exco members, and also supportive members and guests.

Social distancing should not stop us from learning. In view that most of the clubs are shifting their meeting online, there are more opportunities for us to do “clubbing” online over different clubs or even countries. It’s time to plan out your schedule and spend time in visiting a toastmasters club that you wish you could have done for a long time. 

Members, if you are still having stage fright in delivering speeches or even attempting a table topics, this might be a good chance for you to try it out at the comfort of your home.

Join us for our next virtual meeting on 1^st April 2020, 7pm!

ITC Bintang Toastmasters Club meets on every 1^st, 3^rd and 5th Wednesday of the month. Follow our Facebook and Instagram @itcbintangtm for more updates.

Be well and stay safe.

Sun Tsuey Miin

President of ITC Bintang Toastmasters Club 2019/2020