Stop zoning out in Zoom meetings

We have all become accustomed to Zoom meetings and let's look at a familiar happening in a Zoom meeting. You join a video conference call. 10 minutes later your mind starts to wander, realize you don't remember what the last person said, start checking the inbox while pretending to listen. At the end of the meeting, you may have cleared a few emails and you realize that the meeting has been a waste. 

There are quite a few tips on how to run a virtual meeting but very little advice on the listener's role in the meeting.

There is an effect called "Ringlemann effect" which states that the biggers a group meeting, the less responsible each individual feels in ensuring its success. If one does not feel critical to mission success, it is easy to tune out and put in less effort. 

In a virtual meeting, this gets magnified. When you are not in the room to ensure its success, you might feel less motivated to listen and participate. You will become more distracted and feel less satisfied at the end of the meeting.

The secret to effective participation involves thoughtful and purposeful listening. In a virtual meeting, listening needs to be active, participative, and helpful. Here are some pointers to achieve that.

Define your value beforehand.

Before the meeting begins, distill the purpose of the meeting and your value to the meeting. be ready with those points. If you do not have any critical information to share, identify what you hope to learn. This will strengthen your listening capabilities for meetings. 

Acknowledge previous statements

Before you raise a new point in the meeting, reiterate what you just heard and even ask the speaker if you have understood correctly. This helps the conversation and makes it more likely that others will hear what you have to say. People are more likely to listen if they first feel heard.

Connect the dots

leading a virtual meeting is tough. It is difficult to keep the conversation running smoothly. Listen carefully to the contributions and then see how you can use it to help move the conversation. By listening first and connecting it you are helping the participants to understand the big picture and direct the conversation productively. Effective listening manifests itself when you speak up and reflect on what you have heard.

Bring your attention back

It is natural for your mind to wander during the call despite your best efforts. It helps to have a pad of paper next to you and write down the wandering thoughts and return to it later when the meeting ends. This would help you focus on the meeting.

Don't be afraid to ask questions

Sometimes when you get distracted and come back to the meeting you may find that you are lost and that you have missed the transition. Don't be afraid to ask a question and it may also help others on the call, as it is likely you are not the only one who is confused.

In the isolation of the virtual world, we often have to fight to be heard. One of the best ways to be heard is to be a good listener. Thoughtful, active listening raises your status in the conversation and makes others listen to you attentively. Active listening provides a meaningful connection during a place and time when people need it the most.

Stop zoning out in Zoom meetings

By Sarah Greshman HBR May 04, 2020