When we first shifted to work from home, none of us knew how long it would be for. Weeks? Months? Surely, it wouldn’t be years.
Here we are, more than 18 months down the road, staring into webcams instead of eyeballs for meetings that are casual, mission critical, and everything in between.
While many of us have adapted, recognizing virtual will be part of our new normal in a permanent capacity, many people are still struggling to show up as their best selves.
If you’re still feeling like a fish out of water, you aren’t alone. Take this as your crash course in 2021 meeting etiquette. Our 6 tips for making the most of your from-afar presence below.
Six Tips for Making the Most of Your From-Afar Presence
1. Establish the need for a video call
Initially, video platforms almost seemed mandatory as a next-best means to in-person communication. But time (and burnout) has taught us that a phone call might just be the best channel for touch bases, 15 minute regroups or status update. For our team, when we are doing general catch-ups where we don’t need to share screens we will often jump on the phone and if possible, get outside for a walk to get a change of scenery.
For presentations, or those where group discussion is necessary, jump on video.
2. Efficiency is paramount
If you’ve established the need for a video call, try to keep it as efficient as possible. We’re battling shorter attention spans, increased demands at home, and calendars stacked with back to back touchbases.
Short, purpose-driven conversations get the job done. Set an agenda, moderate back and forth, and tackle to-dos in 20 minutes vs an hour.
3. Make meetings VIP
Don’t be afraid to get exclusive with meeting invites. Recent research from McKinsey’s Karin M. Reed suggests that calls with more than 7 participants lose direction faster and achieve less. Keep attendees to a minimum and include only the most relevant people as it relates to decision-making and agenda items.
4. Pay attention to your set-up
How you show up virtually matters. Low quality video or sound is not a good look for anyone, and can absolutely impact how your POV or message is received by the group. Consider lighting, volume, camera position and your background before turning video on. If you are struggling with technical difficulties, test and tweak issues with a trusted colleague or friend.
5. Communicate with intention
Displaying thoughtful body language during virtual meetings tops our list as one of the most unnatural things we’ve had to learn in today’s new normal. Our top tip – be aware of your facial expressions both when talking and listening. More specifically, a few things to be cognizant of include:
- Looking bored or disengaged can make people feel uneasy when presenting information to you.
- When speaking it’s important to exude as much energy as possible directly at the webcam to simulate how it would be if you were in the room with your audience.
- Fight the natural desire to watch yourself in the video window to avoid appearing as though you’re looking down at your audience.
- Offer cues of acceptance or agreement when others are raising points that align with your thoughts, and provide thoughtful discussion and support where issues need solving.
6. For leaders, drive and delegate engagement during meetings
The importance of a meeting facilitator has increased tenfold in a virtual environment. For senior leaders and team managers, driving the agenda and delegating engagement are skills you’ll need to get comfortable with to ensure you’re pulling out the information you need from all involved.
