Three months into lockdown, and there’s a very real sense that people are feeling the burn when it comes to virtual meetings.
We’re packing our days with video calls and getting to the end of the week feeling exhausted. Too many virtual meetings drag on with no sense of purpose, engagement, or focus on outcomes. And in our recent survey on virtual meeting behaviour, 99% of people admitted to multitasking some or all of the time.
Despite the easing of lockdown restrictions, virtual meetings are here to stay. So we need to tackle these challenges head on if we’re going to avoid virtual burnout and habits that are difficult to unlearn. The good news is, there’s a lot we can do to vastly improve our online impact, enhance our virtual leadership and keep people engaged and motivated, now and well into the future.
The virtual format is a brilliant way to bring people together but it’s more limiting than in-person interaction. When you take away the subtleties of movement, body language and social cues, you have to make the most of the tools and the space you have available within the boundaries of a small screen. This means dialling up certain aspects, even when it feels a little weird at first.
In our experience of working with clients on their virtual communications, there are three key areas that need most attention.
1. Being clear
One of the quickest ways to turn people off and lose your influence is to allow virtual meetings to drift along aimlessly. That’s why you need to add in a clear structure so you can keep things brief, focused and effective.
We teach people a really simple structure that works for any meeting, pitch or presentation. It involves setting out:
a. Where you are now – what’s the current state of play?
b. Where you want to get to – what’s the end goal?
c. The bridge, or the stepping stones that will help you get there.
2. Being direct
A lot of people struggle with this. Getting straight to the point and saying what we want can feel like we’re being bossy. But without clear direction, there are too many ‘unsaids’ and unclear expectations in virtual meetings. Being direct doesn’t mean being dictatorial. You can be direct and warm at the same time. And funnily enough, people actually really appreciate it when you’re clear about what you expect of them and how you intend to behave yourself.
Start your meeting by setting the rules of engagement. Tell people how you want them to show up and participate. Do you want them to share their video and be on mute unless they’re talking? Explain how and when to ask questions and what will happen if things go off-topic, for example.
3. Being warm
With all eyes on you, it’s very easy to become a bit robotic in an online meeting and lose the human touch. But we all know how much easier it is to stay engaged in a meeting when the person talking brings warmth, enthusiasm and personality to the screen.
Involving people is key to this. Find ways to encourage people to participate, such as using the chat, setting up polls, and splitting off into breakout rooms for smaller group sessions.
Use colour, visuals and sound to bring key points to life rather than relying on dry data and tired PowerPoint formats. Do a drawing, bring a prop, tell a story – there are many ways to show your personality and make your meeting more memorable.
Sarah Lloyd-Hughes is founder and chief executive of Ginger
