Managers and Directors' Summit - Virtual Attendance Protocol

Attending virtually? Here's how we make it work together.

The Managers and Directors' Summit is built on trust, candor, and vulnerability. We're going to talk about real financial challenges, staffing struggles, and the hard decisions we're all facing. That kind of openness only happens when everyone feels safe.

When you attend virtually, you're still part of that circle of trust - we just need to work to maintain the same security we have in the physical room.

Before the Meeting

Test Your Setup:

  • Verify your camera works and provides a clear view of you and the space behind you

  • Test your microphone and speakers/headphones

  • Ensure you have a stable internet connection

  • Know how to access the meeting platform we're using

  • Have a backup plan (phone number to call in, mobile hotspot) ready just in case

Secure Your Space:

  • Choose a private room where you can close and lock the door

  • Let others in your household or office know you cannot be interrupted

  • Turn off notifications on your computer and silence your phone

  • Position your camera so we can see you're alone in the space

During the Meeting

Camera On, Mic Hot:

Your camera needs to stay on for the entire meeting. We're not trying to be Big Brother - we need to see your face and know you're alone in your space, the same way we'd see you if you were in the room with us.

Your microphone should stay active (unmuted) throughout. You're not just observing - you're part of the conversation. We want to hear from you. If you need to mute briefly (sneezing, someone knocking on your door), that's completely fine, just unmute right after.

Maintaining the Circle of Trust:

Just like those of us in the physical room, you can't:

  • Have anyone else in the room with you

  • Record any portion of the meeting

  • Take screenshots or photos

  • Use speakers that might let others nearby overhear

  • Participate from public or shared spaces

When Things Go Wrong (Because They Do)

Technical issues happen. We get it.

If you lose connection:

  • Reconnect as quickly as you can with camera and mic on

  • We'll welcome you back - just rejoin when you're ready

If your camera or microphone fails:

  • Try to fix it quickly

  • If you can't get it working, disconnect and troubleshoot

  • Rejoin once you've got everything working again

  • If it keeps failing, we may need to ask you to step out for this meeting, but there's no penalty - sometimes technology just doesn't cooperate

If someone enters your space unexpectedly:

  • Immediately disconnect from the call

  • Get your space secured again

  • Rejoin when you're ready

  • No explanation needed - we understand life happens

The key is: if the security of the space is compromised, disconnect immediately. We'll be here when you get back.

Why This Matters

In the physical room, we can see everyone. We can see the doors are closed. We know who's there.

When you're virtual, we're trusting you to create that same secure environment on your end. Your colleagues are about to share things they wouldn't say anywhere else - budget shortfalls, staffing mistakes, fears about their store's future. They need to know that trust goes both ways.

You're not "attending a meeting" - you're in the room with us, just through a screen. We need you to protect the conversation the same way we're all protecting it together.

Questions or Concerns?

If you're not sure your setup will work, or you have questions about any of this, reach out to Greg McPherson before the meeting. We want you there, and we want it to work.

Virtual attendance works when we all commit to making it work. Thank you for being part of that commitment.