Virtual Meeting Tips
Even before Covid-19, a 2017 survey of the Society of Human Resource Management found that 60% of participating organizations indicated they regularly use some form of virtual communication in their business processes. My guess is that today, most organizations have the need to integrate virtual communication into many aspects of their business. As schools - at all levels - move to online learning, they are also discovering this new communication tool.
At Levelhead, we have always conducted our business virtually. Our team and clients are located from coast to coast and even internationally. We rely on technology so much that we only know our clients virtually. So, for us, not a lot has changed from the standpoint of how we conduct business. Because of this experience, we thought it would be beneficial to offer some tips to those who are just starting to communicate this way.
Be aware of time differences. With a three-hour time differential from coast to coast, be sensitive to the local time for each participant.
Ask people for their day and time preferences.
For reoccurring meetings, consider alternating days and times to avoid inconveniencing people in a particular time zone.
If meetings occur over mealtime for some, understand that some attendees may be eating their lunch or dinner during the meeting or be eager to get off the call.
Confirm the day before. With all of us challenged by the disruption to our normal schedule, it’s easy to lose track of meeting times.
Consider sending a friendly email reminder a day or two before the meeting. This simple step will save time and the embarrassment of missing meetings.
You might also use this opportunity to remind people of the agenda and to send out any material you want them to review prior.
Don’t assume. While you may be comfortable with whatever medium you are using for video conferencing, such as Zoom, Teams, or WebEx, don’t assume that the other person knows how to use it.
In your meeting reminder, send the details for how to connect. Don’t just rely on the electronic invite for this information.
You may also want to provide your cell phone number so they can text you if they have trouble logging in.
Be aware that if the person is having trouble logging in, or with the video or audio, the control functions for the video platform may not be the same as they are for you. If you’re trying to help them find controls, it would be important to know what type of device they are using, i.e., phone, iPad, Mac or PC in order to help them.
Connect a few minutes before the start time. Being there to welcome others as they join is a great way to begin, even if it’s a regularly scheduled meeting. Use this time to:
Check your sound and video to make sure that you are ready.
Make sure all the functions are working, such as the ability to screen share for yourself and others.
Lighting. Lighting is one of the most important things to consider.
If the lighting is behind you, people can’t see your face. If there’s a window with the sun shining through, you’ll only be a shadow to others.
Make sure that the lighting is balanced so that your face is visible. Having a lamp or natural light in front of you generally gives you the best effect. I sometimes move a floor lamp so I’m facing into the light. Front facing light is generally the most flattering.
Sound. Some computers have better audio than others.
If you’re concerned about whether you can be heard or can hear others, you might consider a headset. Don’t worry what you look like. People understand that this is what’s often needed.
While we are all working in whatever space is available in our homes, try to find a space out of the way of the main traffic of your home and alert others to the times you’ll be in a virtual meeting.
Don’t forget to put yourself on mute except when you are talking. This will cut down on background noise.
Just know that even when you create what you think is a quiet space, things will happen. Dogs will bark. Kids will make noise. Everyone understands. I have found that when this happens it brings us all closer together and gives us a reason to laugh and commiserate.
Look into the camera. Find out where the camera is on your device and try to adjust it so that it’s comfortably at your eye level. Then move your personal video window (think Brady bunch) just below the camera.
If that isn’t possible on the platform you’re using, place a post-it note on your computer near the camera to remind you to “look here”.
While I understand the discomfort of looking at yourself on camera, looking directly at yourself just below the camera makes it look like you are looking directly at others in the meeting.
Keep in mind that it’s very distracting when the speaker is looking down, away from the camera, or reading something on their computer. Having done so many of these, I can tell when someone is reading their email while they’re in the virtual meeting.
Finally, if your computer’s built-in camera does not offer the clearest picture, consider purchasing an external camera that you can plug in. They are inexpensive, easy to use, and can ensure better quality.
Professionalize what your camera sees. Scan your work area to see what might be visible on screen.
Remove stacks of paper or anything that distracts the eye. Keep in mind that most of our cameras have a pretty wide view of the area nearby.
Take a critical eye to your background. Having a pleasant background behind you will be appealing to others and make people want to pay attention to what you have to say.
You don’t need to remove anything that is personal, such as photos. But try to make the area look organized and not distracting.
While it’s fun to do video meetings outside, the lighting is often difficult and ambient sound, such as the wind, makes it difficult to hear or be heard.
Body language. Try to find a chair where you can sit up straight and place yourself so that you are centered on camera.
Find a chair that’s supportive but doesn’t allow you to lean too far away from the camera. When you sit back away from the camera, it looks like you aren’t interested.
Try to make eye contact when people are speaking. Nod and smile as you would if the meeting were in person.
Keep in mind that many of the things we might not pay attention to in person are magnified when you are on camera.
Choose what you wear carefully. While we’re working from home and even more relaxed in our dress than when we are in the office, we need to pay attention to how we show up for others.
Start by considering what you would wear if you were in the office. Try to avoid wearing gym clothes and other choices that might signal to others that you do not value the meeting and others on the call.
The great news is that we don’t have to give much thought for how we look below our waist. :)
Avoid wearing baseball caps and other types of hats – they are distracting.
Choice of colors is also important. It’s not necessary to overthink this but take into consideration the background of your image. You may not want to wear something that matches the background. Also, given a choice between stripes, solids, or patterns, solids are more likely to look professional on video.
Open documents ahead of time. If you’ll be presenting and sharing your screen, be sure to have your document(s) opened ahead of time and available on your desktop before the meeting begins. This saves time and shows you are prepared.
Silence all devices. In preparation for a meeting, silence electronic notifications on all of your devices. And if you’re screen sharing for the purpose of presenting, make sure that nothing is visible on your screen that you don’t want others to see, such as a string of personal texts.
Be patient and kind to yourself and others. Sometimes technology works perfectly. Other times it seems everything goes wrong. Some people don’t want to be seen on video and you aren’t sure if they are listening or not. Members of your family may do something unknowingly to embarrass you while you are on video. Just try to take a breath and find the humor and common humanity of it all.
Please don’t try to do everything on this list at once and create unnecessary stress. Start with what’s important to you and go from there. And for those of you who aren’t already conducting your meetings with video, I hope you will consider doing this. It will not only help you stay focused and engaged during meetings, but it will help you build rapport and connect with those you don’t know well or at all. If you’re interested in more information on how to make your video meetings even more effective, look for future blogs with topics like building empathy, improving collaboration, creating trust, and determining accountability virtually.