Virtual meetings have become routine for a variety of purposes - holding meetings, seminars, teaching classes, major announcements, brainstorming sessions.
But communication tactics that work well in a face to face meetings do not work as well in virtual meetings. Elevating your point and presence in virtual meetings requires engaging in video-friendly tactics and get rid of misconceptions about the medium.
Consider these recommendations.
Focus on your camera, not on the audience:
In an actual conference, direct eye contact is an important way to make your point. In a video conference, this means looking into the video camera and not at the participants. This will not feel comfortable as we are trained to look at the people when we talk, but this is required in a video conference as only when you look into the camera would the participants feel that they are looking directly at you. A major benefit of this process is that all participants simultaneously feel you are looking at them.
It takes practice to look at the camera throughout the meeting, even when others are making a point, but you can increase your impact when you keep looking at the camera.
Start looking into the camera during the video conference even for a few minutes and gradually increase the duration as you become more comfortable.
Maintain a strong voice:
Talk louder than what you normally do. In addition to being audible, strong voices convey confidence, credibility, and authority. This is true for both virtual and actual conferences. Even if you are using a microphone maintain a strong voice. This will also keep you from mumbling and speaking too quickly.
Frame yourself properly:
In a video conference, your head and shoulders should dominate the screen. proximity plays a big role in how the audience perceives you as a communicator. Adjust your camera so that your head is not cut off or you are not too far away from the camera. Ensure that your head is fully visible and not partly.
The background is also important. The Cluttered backdrop gives the impression that the speaker is disorganized and distracting elements will move the attention away from you. Find a place where the background is minimal reflecting your professionalism.
Preparation is critical and so take time to get the background right and the camera angle right before you join a meeting.
Be present and mindful
In a conventional meeting, everyone is mindful of their presence. But in a virtual meeting, where you are mued and you may be in informal clothing it is easy to forget you are in a meeting and start browsing your emails, attend to other work but multi-tasking is dangerous as you can be caught with a sudden question for which you are unprepared.
Even if you are not multi-tasking, our professional reputation would suffer if you seem to be not paying attention. Close windows and doors to filter out noise, put your phone on silent mode, and face down and always remember you are on camera. Be mindful of how long and how often you speak, if you interrupt other people or make an inappropriate comment.
Don't become your own distraction:
In a virtual meeting you have to be fully aware of extraneous noises like the doors, windows opening, creaking, pets, and children shouting. Mute your microphone when you are not speaking and remember to unmute yourself before you start speaking.
Make sure you turn off the camera when you are doing something that will distract the audience.
Make the chat window your partner:
the chat window is not only for discussions but can effectively be used for sharing documents, links as an aid to your presentation. If you are the organizer of the meeting, you can put up the agenda.
When others are talking you may respond to questions and support related queries. It is a unique window to demonstrate that you are present in the meeting and add dimensions to your ideas.
Keep in mind that video conferencing is an interactive experience that requires adapting your perspectives, habits, and tactics to make it work effectively for you.
How to Elevate Your Presence in a Virtual Meeting
by Joel Schwartzberg HBR April 08, 2020
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