By Ellen Barnes Pfiffner, EBP Business Consulting
As COVID-19 continues to spread, virtual meetings have become an essential part of how organizations maintain business continuity and productivity. Meeting virtually has advantages but there are also many challenges, and it is easy to fall victim to some major meeting faux pas. You only have to spend a few minutes on social media to see comments and jokes about working virtually. In-person and virtual meetings are different. These etiquette tips will increase your confidence, and make your virtual meeting more effective and efficient.
Sign on early
There are many advantages to signing on at least fifteen minutes before the start of the meeting. The most obvious is it gives you time to deal with technical issues. You may have to download an app or have trouble finding the buttons to show your camera, share your screen, or turn on your microphone. As other people “arrive” to the meeting early, it gives you the opportunity to be social before the meeting starts. It is one way to make virtual feel more like in-person meetings. Also, if the meeting facilitator starts the meeting with an orientation to the virtual platform tool, you will be sure to get the instructions about how to chat, raise your hand, participate in a poll, and ask a question. Understanding the platform and its tools can help limit interruptions and increase your engagement.
Using your webcam
While the actual percentage is debatable, all research indicates the majority of our communication is non-verbal. Turning on our webcams increases engagement and makes the meeting feel like we are all in the same room. Here are a few pointers:
Your webcam should be at eye level. Our tendency is to look down at the camera. A better practice is to put your laptop on a stack of books to ensure you are looking into the camera.
Sit one arm’s length away from the camera. If the camera is too close, your head will look big and if you are too far away, your colleagues will not be able to focus on you.
Smile before you turn on your webcam, and you will be happier with the picture you are projecting.
There are lots of little things that contribute to the image you want to project. Be sure your hair is combed so you are not distracted or worse yet, start playing with your hair as if you were in front of a mirror. You do not have to be in business attire, but be sure you are neat and look crisp. Avoid flashy shiny jewelry because it will be a distraction. Even if the meeting falls during your normal meal time, don’t eat during your video call.
Be aware of your background
Make sure your virtual meeting background is distraction-free and conducive to a conversation. What people see sends a message. The lighting is important. For example, sitting in front of a window with bright light will put you in the dark and create a harsh image. Whenever possible, sit facing the window, a desk lamp, or other light source to ensure your face is well illuminated and clearly visible.
Use your voice
Be aware of your energy level when you are speaking. Good posture makes you appear alert, engaged and interested. To make it easier for your colleagues to listen to you, use voice inflections and conversational volume when speaking. Also avoid filler words or non-words such as "uh, um, err, ah, okay, like, right, so, and you know. The “skill of the pause” is especially important in virtual meetings. The recommendation is to pause one to three seconds at the end of a sentence. Pauses make up for any audio delays. Plus, pauses help other participants pay attention; it gives them a moment to think about what you just said. The pause gives you a moment to catch your breath and project a better voice.
Asking questions
Discussions are critical to engagement. When asking a question or calling on a colleague for their opinion, be sure to say their name first, then ask the question. Using their name creates a connection. If you ask a question and then say the person’s name, you risk making them feel ambushed.
Multi-tasking
People have a tendency to multi-task when they are involved in a virtual meeting. For example, you may be taking notes but become distracted when e-mails or other messages pop up. Now your attention is split, and you’re not contributing to the meeting as you would like to be. Close all tabs on your computer. In addition to eliminating distractions, it enables better connectivity. Give the virtual meeting your full attention. It’s more productive and more respectful. Also, remember listening is the highest compliment we can pay another person.
If you are leading the meeting, listen carefully for a drop in energy, noticeable delays in replies, half-hearted responses, and silence when conversation is called for. If you sense that people have become disengaged, suggest a 5-minute stretch break. Taking a 5-minute stretch break helps energize the participants and is more effective than a longer break. When given fifteen-minute or longer breaks, people use the extra time to start other tasks and return to the meeting thinking about other things.
Be authentic
Digital media has a way of magnifying our performance. If we come to a meeting prepared, utilize effective listening and manage our technology it will show. The other side of the coin is if we don’t, it will be apparent. A good practice is to mute your microphone when you are not speaking. It helps limit background noises and system feedback. If someone doesn’t respond immediately, be patient, and give them a few seconds. The slow response may be an audio delay or people might be desperately trying to unmute themselves.
These are unusual times and there is lots going on in our homes. Dogs may be heard barking or a microphone may pick up the musing of a toddler. Relax and enjoy the moment together.
Susan Pinker, psychologist, columnist, and author of The Village Effect reminds us, “There is no substitute for social interactions. They are proven to bolster our immune system, sending positive hormones surging through our bloodstream and brain, and help us live longer.”
Ellen Barnes Pfiffner, M.Ed., CMM – Ellen is the principal of EBP Business Consulting and offers benchmarking, tools, and consulting to executive briefing programs globally, on-site ABPM Competency courses, and customized training programs including Facilitation Skills. Active in the ABPM for 15+ years, Ellen has published Briefing articles on numerous topics and has served on the ABPM Advisory Board. Her clients include local businesses and F500 companies. She lives in Dallas, TX. She can be contacted online or at 214-789-3571.