If you are reading this article, you would have attended at least 1 virtual meeting over the past month. Any meeting, apart from your family members at home, would have been on some virtual medium. It seems that this will be the new normal! Everyone should get used to it in the post COVID world.
Virtual meetings have had their advantages- global access, convenience etc but they also come with inherent drawbacks. Most people in large meetings don’t use the video option citing bandwidth issues-it could be that you don’t want your boss to see that week-old stubble or early morning makeup-free face! Since more than 60% of the impact of communication is visual, this means that you make inferences based on voice and words alone. Attention span is limited. The speaker has no idea if others are really listening to her or checking their Whatsapp messages.
Apart from these, virtual meetings are often not inclusive. There is greater disconnection and diverse voices remain unheard. Earlier, an observant boss may notice that someone is looking uncomfortable or sense the need for further discussion. Everyone gets a nod or some eye contact so that they feel present. Virtual meetings can become monologues or cause many to get disengaged quickly.
I have been working from home for over 15 years and many of my meetings are virtual. Over the last month, even my workshops have become virtual. I have realized that there is a need to make virtual meetings more inclusive and engaging. Ideally, keep the video on and limit the number of people. If that is not possible, you can do some of the following that will help to make the meeting an opportunity for connection and information rather than an ordeal or a sleeping pill!
1. Establish meeting norms upfront. You can do this for a particular meeting or in general for all your meetings. Put up a slide with the norms before every meeting so that people remember it. You may think that some aspects- Stay on mute, Raise your hand for a point, Use the chat etc are obvious but we all know that common sense is not common practice. Keep the slide on till everyone joins the meeting.
2. Use names -Start the meeting by welcoming everyone who joins in by their name. It takes 1 second but makes that person feel noticed and present. Use names of people as often as you call- Thank you Samir for your point. Geeta, I have a different point of view etc. Using the person’s name is like giving them eye contact.
3. Actively include silent participants. It is easy to ignore someone who hasn’t spoken in a virtual meeting- you don’t remember that they are there. If they show up only as disembodied initials, then you are not even sure who is actually present in the meeting! Call out people who haven’t spoken and ask them to share.
4. Invite dissent-Unless people are passionate about some issue that affects their lives, there is a tendency for participants to remain silent about disagreements during a virtual meeting. They think they will catch up on a call later and express their opinion. That call never comes and you have not got the complete buy-in that you need. Actively ask for dissenting opinions. Keep some time for disagreements. Say – The next few minutes are for the Devil’s advocates to speak up. Or Lets move to the Dissent Zone now.
5. Mind your language- it is common for people to say ‘ You guys’ or Gentlemen forgetting that there are a few women present in your virtual meeting room. Even women can forget that there are other women present. Be more mindful about your language in virtual meetings since people can’t make out if you are joking or not!
6. Paraphrase and Acknowledge speakers- The skill of acknowledging needs to be practiced even more during virtual meetings. Every speaker on such a meeting is not sure if he /she has been heard and understood. Imagine you have just said something profound and are greeted with dead air for a few seconds. It is very disconcerting! Here is where the host or member can use the skill of acknowledging another person’s point of view. Say, “ What you are saying is…..” or “ I appreciate your point that…..” “ So, you are saying that….”. The ability to paraphrase and acknowledge is a quality of inclusive leaders.
7. Enhance psychological safety- This factor is critical for open inclusive dialogues. Research shows that teams that have psychological safety perform better. The host, leader or facilitator needs to role model this by showing some vulnerability. Do a Check in before the meetings by asking,” How are you feeling? What is on your mind? Share an example of any stress, anxiety or challenge that you have faced. It is okay to show the human face especially when people feel that they are talking to a black box!
If you can practice these, it will help to make virtual meetings not just more productive but also provide an opportunity for engagement and authentic connection.
