BNI & The Power of One Podcast Summary

Episode: BNI 802: Using the Chat Feature During a BNI Meeting
Host: Tim Roberts
Release Date: March 31, 2025

In Episode 802 of the BNI & The Power of One podcast, host Tim Roberts delves into the effective utilization of the chat feature during BNI Zoom meetings. This episode addresses common challenges members face with digital communication tools and offers strategic insights to enhance meeting productivity and member engagement.

Introduction to the Topic

The episode kicks off with Tim welcoming listeners and inviting them to submit questions and topics for future discussions via bnipowerofone.com. The focal point of this episode emerges from a submission by Bruce from Toronto, who raises a pertinent concern about the use of the chat feature in Zoom meetings.

The Issue: Overuse of Chat in BNI Zoom Meetings

Bruce’s Concern:
Bruce observes, “In my chapter, when we're in a Zoom meeting, certain people are constantly entering comments. I find it very distracting and inconsiderate. It’s the equivalent of side conversations whispered in an in-person meeting.” ([00:25])

Tim acknowledges the validity of Bruce's observation, emphasizing that the chat feature, when overused, can significantly detract from the meeting's effectiveness. He points out that the distraction stems from participants’ divided attention between the chat and the speaker, undermining active listening.

Impacts of Chat Overuse

Tim elaborates on the cognitive limitations related to multitasking in virtual meetings:

“Your brain can only focus on one thing at a time. You can multitask in terms of physical activities and stuff, but it's just your brain switching functions back and forth.” ([02:00])

He underscores how excessive use of the chat box can divert attention away from the meeting's content, reducing the overall engagement and effectiveness of the session.

Appropriate Use of Chat Features

Despite the challenges, Tim recognizes that the chat feature can be a valuable tool when used appropriately. He outlines specific scenarios where the chat box enhances interaction without causing distraction:

• Educational Moments:
  When the education coordinator seeks feedback or poses questions, the chat can facilitate real-time input.
  “If the education coordinator is doing something and wants feedback, is asking questions, looking for answers, that's where you can use the chat box.” ([03:15])

• Report Sharing:
  During VP reports or membership committee updates, the chat can be used to share congratulations or pertinent information without interrupting the flow of the meeting.
  “If we're doing the networking leaders and we want to say congrats and those kind of Things in the chat box, that's fine.” ([04:10])

Tim reinforces that the chat should not be active during weekly or featured presentations, where full attention is crucial.
“Weekly presentations, featured presentations. No, definitely not.” ([04:25])

Strategies for Managing Chat During Meetings

To mitigate the distractions caused by the chat feature, Tim offers practical solutions:

1. Setting Clear Guidelines:
   Encourage chapters to establish and communicate appropriate times for using the chat, ensuring that it serves as a tool for engagement rather than a source of disturbance.

2. Educating Members:
   Propose dedicating part of the meeting to educate members on the benefits and drawbacks of the chat feature, promoting mindful usage.
   “It's a great educational moment for your chapter to talk about... when is it appropriate to use it, when is it appropriate not to use it, and why?” ([04:45])

3. Chapter Leadership Involvement:
   Suggest that chapter presidents address chat etiquette with members, fostering a respectful and focused meeting environment.
   “Worth meeting with your president and just sharing your feelings on it.” ([05:00])

4. Utilizing Zoom Settings:
   For meetings where chat becomes overwhelming, consider disabling it to prevent distractions.
   “You can... close it in Zoom. You don't have to see it. So close it so you're not distracted and focus on what you can focus on.” ([05:15])

Conclusion

Tim wraps up the episode by reiterating the importance of disciplined use of the chat feature in BNI Zoom meetings. He encourages chapters to balance the benefits of digital tools with the need for focused, effective communication. By implementing structured guidelines and fostering mutual respect among members, chapters can leverage the chat feature to enhance rather than hinder their meetings.

Notable Quotes:

• Bruce on Chat Distraction:
  “It’s the equivalent of side conversations whispered in an in-person meeting.” ([00:25])

• Tim on Cognitive Focus:
  “Your brain can only focus on one thing at a time.” ([02:00])

• Tim on Appropriate Chat Use:
  “Weekly presentations, featured presentations. No, definitely not.” ([04:25])

• Tim on Educational Moments:
  “When is it appropriate to use it, when is it appropriate not to use it, and why?” ([04:45])

This episode provides valuable insights for BNI members navigating the complexities of virtual meetings, emphasizing the "Power of One" by advocating for intentional and disciplined use of communication tools to drive success and enhance referral potential.