I bet no one had Virtual Communication Techniques on their syllabus when you were in college. I know I sure didn’t.
Who knew a year ago that online and virtual communication would become such a necessity? It’s been a steep learning curve but what I’ve learned in a couple of months is worth its weight in gold.
Your physical and vocal presence come into play just as much online as they do face to face. And there are also a few practical tips and suggestions to be aware of that will help you ace that virtual meeting.
- Set An Agenda At The Start
Audiences love to know what’s going on from the get-go. In virtual communication, make sure you’ve done your homework before you get on the call so you come across as prepared and professional. This way, your audience will know they’re in good hands.
When you let your audience know what the plan is, they feel like they’re on the same page as you. There is less chance people will become confused and therefore less chance they will switch off.
Setting out your stall at the beginning of the virtual meeting also keeps everyone informed as to the timing and objectives of the meeting. The audience knows what to expect and can sit back and enjoy the meeting.
- Practice Virtual Communication Technology Beforehand
By this time, pretty much everyone in the world has used either Zoom or Google Teams. They are both user-friendly platforms and just need a bit of practice in order for you to get the hand of them.
Mastering virtual communication means knowing your tech. Have a dry run of a Zoom or Google Teams meeting, get a few friends to come on the call, and try out the different controls and tools. Have a dress rehearsal of the platform’s navigation and features beforehand.
These are not difficult or complicated platforms to get your head around. Make sure you give yourself plenty of lead time to rehearse and practice before the meeting and you’ll feel much more prepared and calm on the actual call.
- Introduce Everyone As They Arrive
This is a great little tip. It might seem simple but, as I’m sure you’ve experienced already, when someone greets you by name on a Zoom call, you instant go from ‘anonymous’ to ‘someone’.
It’s kind of like a dinner party. The best hosts that make everyone feel at ease, comfortable, and welcome are the ones that greet you at the door, take your coat, and introduce you around.
Now, you can’t do any of the above in virtual communication but you can do the equivalent. So say hello to each participant as they arrive. Greet them by name. Be specific. People will instantly feel they are directly part of the meeting and therefore engage.
- Keep Up The Pace And Keep Them Guessing
Pacing virtual communications is just like pacing face to face meetings. The principals are the same. The difference is having a slightly lighter touch. Your worst enemy is monotony so keep things moving.
You have to keep things moving in a virtual meeting setting. People are more likely to get distracted when they’re sitting in their front room in a meeting. It isn’t like sitting in a formal boardroom and the tendency is to fidget, check messages, and do work that has nothing to do with the meeting.
So keep the pace going, keep the balls in the air, and keep people paying attention by changing up the pace every now the then. This is where being prepared really comes to the fore. If you’re prepared, you can keep the pace up because you know exactly where you’re going.
- Encourage Participation In Virtual Communication
Virtual platforms can be anonymous and a bit off-putting. It’s hard enough participating and getting your voice heard when you’re physically in the room with other people. But in virtual communications it can feel like a losing battle.
When you encourage people to participate by calling them by name and ask them to participate directly, it helps people feel included. Now, some people might find it jarring to suddenly hear their name called but it will at least keep people on their toes.
Encouraging people to participate, asking an individual what they personally think about something, will ensure that they are listening and paying attention. If your participants see that you’ll be spreading the attention around, they’ll be far less likely to zone out or check out.
A Little Goes A Long Way
Small changes can reap huge benefits when it comes to virtual communication. Good preparation and practice will stand to you inside and outside the virtual meeting room.
Never underestimate the power of inclusion. When your audience feels that they are welcome, part of the action, and that they are ‘seen’, it changes the playing field completely. All of sudden they are a player and not a spectator.
