BNI 802: Using the Chat Feature During a BNI Meeting

Summary

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

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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])

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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.

Transcript

[A]

Foreign welcome back to B and I and the Power of One podcast. Happy Monday morning. We are back with your show. Submissions, topics, questions etc [e-mail] if you ever have a question topic except etc go there and leave it. It could be BNI related, business related. Your weekly presentation, what have you today comes from Bruce in Toronto says in my chapter, when we're in a zoom meeting, certain people are constantly entering comments. I find it very distracting, inc. And inconsiderate. Oh, inconsiderate. The equivalent of side conversations whispered in an in person meeting. What are your thoughts? Let me reread that because I think it's so in my chapter we're in a zoom meeting, certain people are constantly entering comments. I find it very distracting and consider it the equivalent of side conversations whispered in an in person meeting. What are your thoughts? Okay, it's a good question. I am generally not a fan of the comment section being overused because it is a distraction. Once, once our eyes are pulled into the comment section, we cannot be reading the comments and actively listening to what somebody's saying. And so I think it's a very easy, natural thing to fall into. It's a very easy thing for people to they feel like they're staying engaged in the, in the meeting. Remember I've said zoom can be highly effective, but it requires significant discipline. And because of that you have to be very careful about how you behave on it. The body language you're showing on your camera, you got to stay away from opening emails, you got to stay away from opening websites because again, all these things mean you're not listening. 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, back and forth, forth, back and forth. So yeah, I would agree that when the chat box just starts going crazy, it becomes a distraction because we're naturally, if we have it open, we're like bugs to a light. Our eyes are going to go there, we're seeing what people are saying and we're watching, which now means we're not listening. And so but having said that, the chat box can be utilized in a chapter meeting for certain conversations. Things like the education moment. 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. Any other kind of conversations around chapter results? 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. But I would think that I would find and believe that when people are doing their weekly presentations, you should not be in the chat box. When people are doing their featured presentations, you should not be in the chat box. And really any other time, unless it's an effective part of the meeting, we'd want to generally stay away from the chat box. It's. I hate it. Like you get into like big, bigger Zoom meetings too, and you're like doing a training or something and people are blowing it up with all their contact information. Oh, so and so from such and such a chapter or so and so with such and such a company, if you ever need this gimme good. And it just becomes this like sales platform and then the chat box gets out of hand. You can't read them all anyways. And so I literally turn it off in those cases. But I do Zoom trainings all the time and I use the chat box as an, as a tool for, for involving the audience again, for asking questions, getting answers, sharing links, those kind of things. That's all fine in a training platform. So again, educational moment of the meeting, the VP report during the meeting, the membership committee report during the meeting. If they want to share something or they want to use it, perfectly fine. Great tool. Weekly presentations, featured presentations. No, definitely not. And it's not, again, it's not quite the equivalent of whispering in a, in an in person meeting though. I think that's a good analogy. I don't think people really are trying to intentionally not pay attention. It's just this tool that's in our face that wouldn't be in a live meeting. Right. And so people just will naturally be inclined to use it. And it's a great educational moment for your chapter to talk about, you know, the benefits of having Zoom, the benefits of having the chat box and the downside, and when is it appropriate to use it, when is it appropriate not to use it, and why? Because I bet most members who are using it are not intentionally trying to upset anybody, distract anybody, those kind of things, but that's the reality of what they're doing. So, yeah, I think it's a good question, Bruce. And I would be on your side on that. And I don't know if you have a role in the chapter or not, but even if you don't, worth meeting with your president and just sharing your feelings on it. And maybe they should feel the same, what have you. And maybe the chapter, again, can do some education and train on it. If not, what do you do about it? Don't open the chat box, close it in zoom. You can. You don't have to see it. So close it so you're not distracted and focus on what you can focus on. Okay? You're never going to be able to control what everybody does in the meeting, but you can control what you do. So, so very good. Thank you so much for listening. Thank you so much for submitting. And again for everybody else, if you ever need questions, topics, etc. Go to bnipowerofone.com leave it there, let me know. Can can be B and I related, can be business related, can be weekly presentations. If it's a. If you feel like it's a really sensitive topic, we will leave it anonymous what have you. We continue to enjoy the show being yours, so especially the business matters too. We'd love to hear from you on some general business challenges and questions. Not much bigger and better experience than what Michael brings to it each and every week. So tap into that. Have a great day.