Maximising YOUR Impact in Virtual Meetings: 6 Key Techniques (and tips!)
I often get asked why I dedicate an entire module within our ‘Landing that Promotion’ masterclass, to… Maximising the impact of virtual meetings...
And well the answer is simple.
People rarely get hooked Day 1 of meeting/seeing you. They rarely say to themselves, jeez, in my otherwise crazy busy day with a gazillion thoughts flying through my mind and the limited time I have for this meeting and often, thus, for - YOU: You are going to be so memorable I’m going to make a point of ensuring you get ahead.
Does this happen? Yes
Often? No
How often? Hardly ever
So, each and every time you show up - you’re ON SHOW! So avoid stumbling into your online virtual meetings like, meh - it’s just a small meeting where it needn’t matter if I voice my opinion or ask questions. Really think about how you’re showing up, not just today or for that “important” meeting next week - rather how you cumulatively show up.
So, on this note then - lets get stuck into 6 key tangible maximising impact techniques that you can start adopting today!
1. Firstly, Frame Yourself wisely!
Proximity plays a big part in how audiences (aka, that big boss you want to notice you!) perceive you as a communicator. The farther away or more obscured you appear, the less engaging you will generally be. In a video conference, aim to have your head and the top of your shoulders dominating most of the screen. It should go without saying - but, well it clearly doesn’t because I’m still on calls with a fair few shadowy silhouettes. If you’re going to show up - then show up, make sure they can see those gorgeously wise eyes, ears, nose, mouth and shoulders of yours!
If your head is cut off at the top or bottom, you’re too close. If your entire torso is in view, you’re too far away. If only half of your head is in sight, adjust the camera. Heads up women (and some men too!) a camera that is eye level or ever so slightly higher is far more flattering than those down low. This isn’t a show-stopper, in the whole scheme of things - it doesn’t matter, just thought I’d add it as a tidbit of advice.
Also be mindful of your background. Cluttered rooms make communicators seem disorganized. Distracting elements will pull attention away from you. Find an environment where the background is simple, reflecting your professionalism. Better yet - feel free, to embrace the creative in you and adopt a new fandangled ‘green screen’ shots. Noting these can be super helpful if you’ve got kids in the background or a junkyard of a house (yes, we’ve all been there [washing piled up et!]) you’re wanting to magically hide.
Preparation is key, so if you can, take time before virtual meetings to pick your location and put your head fully in frame to ensure you’re putting your best face and mood forward! Another quick tip here is when scheduling your own meetings, try to make them shorter than the hour. For instance 45 or 50 minute virtual meetings. This allows you to go to finish off some notes, shoot off a quick email, go to the bathroom, grab a cuppa or re-compose yourself after a horrid meeting with others!
I’m screaming this next one from the bottom of my lungs off the top of a building…
2. Try to focus on your camera, not your colleagues
This is definitely tricky to begin with. You don’t have to perfect this day one, but working towards speaking ‘at’ the camera over time, really will help. Every speaking and presenting coach will tell you that direct eye contact is a vital way to reinforce your point. In a video conference, this means looking into the video camera, not at the smiling faces of your team. Again - it’s tricky and you don’t have to do it all the time, but if you make the effort, the result is huge. Trust me. Or don’t. Just video record yourself with each option and see what seems more personable.
Speaking into a cold black circle will not feel natural or comfortable — as humans, we’re trained to look at the people we’re talking to — but know that entertainers (yep, even the likes of Oprah Winfrey) and politicians have been doing it for decades. It works!
It’s challenging to focus on your camera for an entire meeting — especially while others are talking — but know that you increase the impact of your discussion points when you look deep into the dot.
Practice looking into your camera during video conferences when you speak, even for brief moments. The more you use it, the more comfortable you’ll become with it.
3. Breathe in, stretch to one side and then the other and be present and mindful
In a conventional meeting, participants are typically very mindful of their presence. But in a video conference where you’re often muted from the outset (and maybe in your pajama pants! With kids drool or pet cat on your lap!), it’s easy to forget you’re still being watched. You may be tempted to check your email or attend to other work, but multi-tasking is perilous because you don’t want to be caught unprepared if asked a sudden question.
I once had a manager who rarely showed for our scheduled virtual meetings and when she did, spent the entire time, opening her post, going through her personal effects, emailing other people etc and it just felt so demeaning, disrespectful and time wasting. Like I wasn’t worth any of her time and sure enough when I’d ask a question it would either be ignored or her mind would be so far out of the conversation that she’d have to repeatedly ask for the details and still struggle. If you relate to this and it sounds even slightly rude and uncomfortable then don’t do it to another. ALL MEETINGS (ESPECIALLY VIRTUAL MEETINGS) NEED TO BE MUTUALLY RESPECTFUL!
Even if you don’t need to be fully engaged in the meeting, your professional reputation can suffer if it even looks like you’re not paying attention. So close those other windows, turn your phone upside down, and remember that you’re always “on camera.”
Because you’re less aware of social cues in virtual meetings, it’s also important to be mindful of how long and how often you speak, if you interrupt other people, and if you make a comment that might offend someone present but out of sight. Here’s some great advice I read: Don’t consider yourself “at home.” Consider yourself “at work.” Your behavior should follow.
4. Speak with a slightly louder more bold voice than usual
We’ve all been there haven’t we. Those times when someone has something great to share and yet each time they do, we can hardly hear it...to the point that well, there is no point. Sadly. While it may seem unnatural to begin with. Try to speak louder than you usually would (think loud restaurant and trying to talk to a friend). In addition to being audible, strong voices often convey authority, credibility, and confidence. This concept is just as true in virtual conferences as it is in actual ones. So even though you’re using an external or internal microphone and thus may be tempted to speak at a conversational volume, maintain a strong, clear voice as if you’re in a large conference room. You’ll start to notice that leaders adopt this technique as a norm (and no, they weren’t all born loud!).
5. It’s tough, however, don’t become your own distraction
In a live meeting, you never have to worry about talking while muted, annoying ambient noise, the dishwasher going in the background or the interference of pets and children. But these are all common pitfalls of virtual meetings (especially in these COVID-times), and they can quickly sabotage your point. Your job is to make sure you’re remembered for what you did right, not what went possibly wrong, so be mindful of the power you have over both your virtual and physical environments.
Start by training yourself to stay on mute whenever you’re not speaking and unmuting yourself only when you do speak. Getting pro-active on this can really help shut out those unexpected noises like the doorbell ringing or dog barking in the background. It has the added bonus of avoiding that static high pitched sound which can happen when people are off mute. Yes, we’ve all heard it and none of us like it.
If it’s a long meeting and you’re planning on grabbing some snacks etc, try to turn the camera away or off - you’re likely oblivious (unless you’ve had the unfortunate experience of seeing someone else do this) that chewing on camera, kind of in - everyone’s faces isn’t a look that sits well with anyone! Trust me.
Lets face it, we’re ‘all in this together,’ so if your kids do come home from school early or the dog does decide to jump around, it’s life. There’s no need to be embarrassed. Most of us can not only relate, but also share in a good laugh with you! On some levels it helps humanise you from time to time. So while doing what you can to avoid it - if your team, Manager or business are ‘special’ enough to hold a 2+ hour meeting, then a playful kitty, kids running in the background or washing machine beeping noises become part of your online presence then they are not something to stress about. You’re doing the best you can!
6. Use the chat window as your business partner
With many new to Zoom, BlueJeans, Skype and Google Meet calls, it’s not surprising that the chat and Q&A windows aren’t getting leveraged nearly as much as they could be.
Consider the Q&A and/or chat windows not just as a need-only basis function, but an appendage to your presentation. When referring to an article or shared document, link to it in the chat. This really will save you the endless need to respond with I’ll email it to you comment. If you run the meeting, consider putting a link to the agenda in the chat. When others are speaking, respond with support or questions in the chat. I cannot begin to explain how much more organised and professional you appear, if you do this. I always coach my clients to have a bunch of useful links, in addition to shared links for materials they refer to etc copied and pasted in an online document. This means that you can pretty much drag and drop on the go, without needing to open more windows to go searching. When you provide this level of smooth-ness, the audience is measurably more likely to trust you!
Winning!
The chat window is a unique opportunity in virtual meetings to elevate your presence, add dimensions to your ideas, and demonstrate that you’re fully present. If you’re not the one presenting, consider placing well thought out questions or add-ons to the chat window. Everyone will see these and you’re more likely to truly get noticed...for the right reasons.
For those of you just starting to get into the world of video - go easy on yourself, this stuff not only takes time, it really can seem outright fake to begin with and here’s the irony in it all. The more effort you put in, the more fake you feel, the less fake others will perceive you to be. The more trust you attract.
BUT…
And here’s the kicker, practiced enough - these tips and techniques will become second nature and you’ll reach a new level of professionalism: Confidently showing up, relaxed and yet on top of your game...being noticed...for the right reasons!
** Noting that there are some great additional resources covering off on Privacy and Virtual Meetings, like Zoom: https://www.shrm.org/resourcesandtools/legal-and-compliance/employment-law/pages/avoiding-zoom-bombing-in-the-new-age-of-meetings.aspx
For more information, have a chat with one of our legal experts, on where to from here: https://louisewithemployease.com/contact/
Here’s to a new empowered you!
Louise
xo