Top 7 tips for getting the most out of video calls
Companies are trying to save time and money on travel and with increased international working, Zoom/Teams meetings are a key way to hold meetings. However, if you regularly lead or participate in these non-face-to-face meetings, you’ll be aware there are difficulties. Typically:
Having the feeling you didn't have everyone's full attention - ever notice how people often pipe up that little bit late?
Struggling to get views/input from everyone or indeed the opposite, having people interrupting one another.
Being unsure how it really went and whether the goal was really achieved.
And then there are the technical frustrations...as well as other challenges you've experienced on Zoom/Teams meetings.
There are several reasons why:
In a typical face-to-face meeting, 60-80% of communication is via body language. When that 'tool' is removed, it can be hard to interpret people's reactions and engagement level. It can also be difficult to tell when people are going to speak.
There is greater reliance on voice as you don’t have non-verbal communication. Often teleconferences are across cultures so the need for clear language and voice is even more pronounced.
When meetings are not face-to-face, people who don't see that they have a key role to play will have a greater tendency to 'zone out' and use the time for emails or admin.
So what can be done? After all if the meeting is really necessary and there is a clear objective, it's a waste of at least some people's time if these negative occurrences are happening. Here are my top tips for have efficient and effective Zoom/Teams meetings:
If you are the meeting leader make sure the topic and objective of the meeting is clear in advance so everyone is clear why they are there and the expected contribution. If it helps, prompt people to come with specific information, views, data etc....
Speak clearly and slowly (especially if there are people present whose first language is not the one being used). The most common thing is people speak far too fast, especially when they are providing information they know well.
Keep language concise so people understand and stay engaged.
During the call, if someone appears disengaged, try to engage them without creating awkwardness by asking them something you know they can answer.
Keep to the topic. People are likely to disengage more if the meeting goes off on a tangent.
Invite opinions from those that are happy to speak up as it will encourage those less willing to speak up to do so. This will help to avoid the long silence.
Summarise at the end of the call - decisions and actions. Follow this up with an email.
It’s not rocket science but few people prepare sufficiently for Zoom/Teams meetings, with just a bit of time committed to this, the results are likely to be much better – an engaged group and the desired outcome. This Tips for virtual meetings video will help you to feel prepared and ready for any virtual meeting.
Joanna Gaudoin helps professional people with their image and impact for every business scenario to make sure better professional relationships are built and business outcomes are more likely to be achieved. To find out more, contact Joanna.