4 Secrets to Effective Virtual Meetings
This article was written by guest contributor Lee Deaner the President of Leading Edge Training Solutions and co-author of The Virtual Events Playbook: How to successfully train, facilitate, lead, and present using virtual event technology (Amplify Publishing, 2021).
Now that the Zoom toothpaste is out of the tube, companies are coping with the reality that in-office, face-to-face meetings are in decline. Virtual meetings, large and small, will dominate an increasing but yet unknown percentage of our business conversations. Here are some helpful guidelines for coping with the change.
Look behind you—but not too hard
For many, the COVID lockdown was a crash course in being “on camera.” Now that we’re used to it—more or less—the key takeaway for virtual meeting leaders and participants is to think about what others will see, and how that will affect the meeting in general. Before a meeting starts, always look behind you, to see what the camera sees, and decide if it will distract others unnecessarily.
But don’t go overboard with backgrounds—real or virtual. The latter can be a major distraction, as when a participant suddenly vanishes when they move back from their desk! Remember, you’re not a pundit, an entertainer, or a talk show host. A simple, honest, and uncluttered look is usually best.
Use the platform that best meets a clearly-stated objective
A clear event objective—conveyed in advance—is even more important for virtual events than it is for live ones. This is true whether the meeting’s purpose is to convey information, brainstorm, plan, or achieve a training goal. Then, once the objective is known, the leader should always choose the platform that best accomplishes it—and design the event engagements accordingly.
This may mean choosing different platforms for different needs, and not adopting a one-size-fits-all strategy. As detailed in The Virtual Events Playbook, platform features vary widely. For example, if complex breakout sessions are essential to the main objective, then some platforms are simply better than others at hosting and coordinating connected breakout “rooms.” Similarly, most platforms support participant polling, but some only offer multiple-choice-only question formats while others support multiple question types. Even text Q&A formats differ between virtual event platforms, so platform choice can help or hinder meeting the event’s objective.
Meeting leaders, don’t call attention to technical problems
With so many variables in the mix—from Wi-Fi and audio connections to differences in platforms, operating systems, and user hardware—the odds of all participants having a glitch-free meeting are astronomically small. However, complaining about tech problems during a meeting is a sure way to derail it, especially for those who are either afraid of technical issues or simply opposed to virtual.
Leaders in particular need to take care. When someone inevitably texts “I can’t hear” in a virtual room, the leader should never interrupt proceedings to complain—drawing everyone’s attention away from the main topic. Rather, they should always let a meeting producer or a designated technical colleague handle the problem privately.
By the way, there is a simple way to manage the “I can’t hear” issue. At the beginning of an event, simply ask the participants to enter something in the chat feature, such as where they’re from or their main reason for attending. Since they have to hear you answer the question, and as long as at least one person hears you and responds, then you know your mic is working. After that point, it’s your producer’s job to diagnose and fix the audio problems of participants—without involving you.
Always allow for normal, human behavior
Our natural evolution has not prepared us to sit in front of a camera for extended periods of time. Live meetings, when they are possible, are a much better fit for us as social beings. So, as virtual events proliferate, we need to learn new ways to accommodate normal behavior.
For starters, we need to stop worrying about “maintaining eye contact” by looking into the webcam lens. Remember that if you were living, you would not stare at one person the entire time. In the virtual world, especially with smaller groups who are on camera with you, you’ll want to see them all and read their body language as well. Glancing at the lens occasionally is fine, but the larger the group, the more disconcerting it is to stare directly at every member. Relax. Take cues from what you see people doing, but don’t act like you’re on TV.
Also, when virtual meetings go long, let it be acceptable for participants to not look at the camera at all—or even turn it off and just listen. This requires accountability from the participants—as well as the leader’s trust in their people but it will ease the strain and fatigue that virtual meetings create.
