Running a great virtual meeting comes down to the consideration of the other participants on the call. As the leader of a virtual meeting, you have the power to curate the message, and also the user experience. Consider what they are about to experience and the purpose of the meeting. Stay focused and on the topic so that everyone knows that their time was purposefully and well spent. How do you want to be seen and heard? Executing a great video conference call starts with a few key elements that are easily controllable.
1. Check-In
Virtual meetings are becoming more commonplace. They may be new to some, while others may feel comfortable with this form of communication. Take a few minutes at the beginning of the meeting to check-in with those on the call. Consider addressing those people you see on the screen. Ask how people are doing. Remember, those casual check-ins are commonplace in person, and it’s a skill that can be effective in the virtual meeting as well.
Creating an icebreaker can also help. Perhaps it’s a question about what meal others last had, maybe it’s a funny image shared on the screen, possibly sharing a short story to connect with others. Whatever you decide to do, be sure to know your audience and whether the content is appropriate for those involved.
2. Agenda
All meetings need structure. Video calls are no different. Create a focus and purpose for the video meeting. People function well with a checklist. Keep these points in mind:
- Tell them what you are going to tell them
- Tell them
- Tell them what you told them
Yes, it’s that simple. Another trick is to state the number of points you are going to make. Then, note the number followed by the point – for example, Firstly…., secondly…finally. This will help people follow along with their mental checklist.
3. Interactive
Let’s call a spade a spade- when someone stares at their computer screen for long enough, they lose their focus. Consider asking questions of the others in the meeting. Write key points and takeaways on a whiteboard. A moderate amount of movement can work on the camera.
4. Earphones
Use earphones. Hearing sounds that are in the background is incredibly distracting. The better you are heard, the more professional you are perceived.
5. Speaking
Raise your voice a little louder than you usually would during a meeting. Project your voice so that others hear you. Note that those people on the receiving end have a volume control that they can manage. The listeners can choose to turn the volume down, but they can only turn up their volume so much.
6. Lighting & Framing
Do not sit with a light behind you. Whether that is outdoor light or interior light. You run the risk of looking like you are in witness protection interviewee on the television show 60 Minutes. Set yourself in a centred position, facing, and squared to the camera (i.e., don’t have the camera looking down on you or up at your). Don’t be too far away or too close; that being said, your face and shoulder should be in the frame.
7. Eye Contact
In this age of virtual meetings, the importance of eye contact can be overlooked. Looking into someone’s eyes creates trust and empathy. Yes, you are looking at a camera lens that may not feel natural. However, the user experience is that you are looking at them directly. Eye contact assures better engagement and attention to communication. Try not to look at those people on your screen when you are talking. Look into the camera, It may not feel natural to start, but with a little bit of effort, it will become second nature – similarly to when we speak to people in person.
Running a great video call demonstrate professionalism and leadership. Utilizing the above tips will better ensure that you portray the intended message to those in the meeting and leave a positive lasting impression.