7 Tips For Good Virtual Meeting Hygiene
Now that most of us are bound by our patriotic duty to work remotely, and meet virtually, it’s time to create some effective virtual habits when it comes to the safer, more sanitized version of “in-person" meetings: video calls.
I applaud the rapid continuity planning, remote work accommodating, and norm resettling that has allowed us to engage in our work in this new normal. As someone who has been working remotely for most the decade, working with distributed teams the last four years, facilitating virtual meetings and implementing collaboration applications, I want to share 7 helpful tips to support you in conducting your important business with focus, vigor and impact.
Turn The Video "On": The ability to see each other and our environments is vital to our ability to meaningfully communicate. Since 80% of communication is non-verbal, give your colleagues a fighting chance to really listen to you!
Mute The Line When Not Speaking: To ensure that the echo, the unexpected lawnmower, and the loud off-screen laugh does not interrupt the call, mute your line. It also helps others know you aren’t trying to say something. And when you do speak, please unmute yourself. If you forget, after some comic relief, your colleagues will alert you.
Focus: Make the video full screen. Our computers are full of distractions, and just like in-person meetings, technology usually gets in the way. Make the video conference full screen to reduce distractions, and increase meaningful engagement.
Have Fun: Most of us now are at home, in spaces full of our trinkets, photos, art, plants, animals and kids' toys. Check-in by inviting colleagues to share their “at-home” side. After all, we are sort of hanging out in your house, albeit safely confined to the screen, and out of reach of your valiantly hoarded TP.
Use A Facilitator: Virtual meetings need facilitators, and anyone with some basic meeting skills can do it. It should probably even rotate. Without a facilitator, bandwidth, lack of social cues and absent eye contact – all this can get in the way of smooth transitions and organically flowing conversations. A facilitator can simply be the one calling on the next person to speak. I have seen the “hand-raising” method deployed successfully, the round-robin (by first name, or by placement on the facilitators screen) used seamlessly and even the chat box queue implemented with ease.
Use the breakout function! If the meeting involves over 10 people, use the breakout room function. Smaller groups create the conditions for more equitable sharing, higher engagement and deeper focus.
Focus More: Use the “Share Screen” function to focus participants on the content of the conversation. Having a third-point of reference when presenting helps listeners learn. It also breaks up the meeting and assists in communicating with different learning styles.
Now that many of us are forced into Skype sessions, Zoom Rooms and Hangouts in our PJ bottoms, let's make the most of it. Even more than before, we have important work to do, together.
DISCLAIMER: All of the above is only “when possible.” These are trying times, the digital divide is real, and the act of showing up and leaning in to support our clients, teams, and communities is enough. Don’t let perfection be the enemy of the good - follow the above when you can, and keep on truckin’!