Three not-so-obvious tips for successful online meetings
It is no secret that we live in a virtual, remote-meeting world now. It could even be the new normal after the pandemic.
Accordingly, there has been a proliferation of ‘how to’ and ‘best practices’ articles on conducting a successful virtual session, be it a meeting or webinar.
However, I realised that most of them give the ‘standard’ advice (still, important, of course) on coordinating schedules, ensuring effective communication via virtual means, minimizing distractions and ensuring productivity, or maintaining professionalism and courtesy. Alternatively, they deal with the technical functionalities of various online platforms that can be used (which we should definitely consider!)
Yet, there is also a less-considered, ‘human’-related aspect. After having attended various online lessons, webinars, sharing sessions, information sessions and project meetings, I came to observe some not-so-obvious, beneath-the-surface, behaviours and neat tricks when it comes to virtual meetings.
I have had experience from the ‘other end’ of the screen, as a chost for NUS Entrepreneurship Society (NES)’s entrepreneurship module, NES STARTathon. Having had to manage over 50 participants, I definitely can understand, and have experienced, the ups and downs, awkward silences and confused moments that have transpired in the virtual setting.
Here are some not-so-obvious, beneath-the-surface observations that I have made, and some tips, which I hope could be useful for you, when you host or attend your virtual sessions!
Forget the first mover; the second mover matters!
Yes, an engaging and charismatic host or moderator, as advised by many websites, does help to encourage participation by facilitating an active environment more conducive for it. But that doesn’t necessarily mean people would participate, even if they are more likely to.
It can’t be a one-man show. Otherwise, it would just be a one-sided pumping of energy, but no one to feed off it. This is the case when it comes to getting people to participate in Q&A, discussion sessions or even getting people to turn on their camera.
But how do we encourage participants to actually input, or switch on their camera, without incessant, annoying prompting, either by private message or desperate pleas over the audio (which, more often than not, get ignored anyway.)
The answer: get someone else to follow. It could be a fellow co-host, or even a participant with whom you have arranged to participate beforehand.
In fact, get more than one. When others see their peers, their fellow ‘audience’ participating, they are more likely to take down their own personal barriers and participate as well. The second speaker is not the ‘second’, but the first responder. It takes courage to speak first, but it takes just as much courage to join in and respond, when others have not.
2. Engagement must be a permeating principle, not a designated activity.
The inevitable truth is that virtual sessions are necessarily less engaging. Non-verbal communication is 80% of communication, or thereabout, as the common knowledge goes. It is rude to be distracted when speaking to someone face-to-face, which is why we tend to be more engaged. Social norms and convention compel us to do so. However, that rudeness is less obvious and less in-your-face (literally!) when the interaction goes virtual.
Not to mention, there multiple distractions, which are definitely more engaging than a host. A single host cannot possibly be the most entertaining to every single participant. The resourceful Internet, and addictive social media, are ultimately more engaging, since it is personally customised to engage one’s passing whims at that time.
Participants can hide their phone under the camera lens, and even the computer device itself can be used to surf the treasure trove that is the Internet. It can be hard to tell if they’re doing so, even if they do turn their camera on (they could be looking at other websites, not you!), and we can’t possibly be constantly deciphering our many audience members’ facial expressions. Even if we somehow get all participants to be engaged at the start, every additional second that passes is a possible window for them to escape via distraction.
Most tips on encouraging engagement involve an overzealous host or, ensuring participants turn on their camera through compulsory etiquette rules, or what amounts to desperate and incessant pleas to answer, none of which garners true or sincere participation of those in the comfort and ‘safety’ of their virtual barrier.
Therefore, we must ensure the session is engaging as much as possible and at all times. It cannot just be a scheduled Q&A session at the end.
How to do that? Some types of sessions are necessarily harder than others. Meetings are necessarily discussion-based and require participation, while webinars and lessons have more one-directional flow of information, since that is the point.
Still, we can try to make it as engaging and interactive as possible. This can be done simply by asking questions (rhetorical or exploratory) that encourages throught, instead of pure statements; structuring content in a way that delays gratification, instead of just ‘spoon-feeding’ the answer; or even arranging short but consistent review/buzz sessions interspersed throughout the meeting, to keep the momentum up. Another useful tool is the breakout room function, since it is easier to speak up in a smaller group, and there is less chance of hiding oneself in a small crowd, which would compel the participant to speak.
If the existing social norms of face-to-face interaction break down in the virtual world, then we must design new practices and formats to nudge participation and engagement.
3. Don’t talk to the ‘audience’; talk to people.
Finally, the virtual context makes it easy to forget that we are talking to people, be they participants, students or fellow group members. Each of them is their own person, each with their own personalities, style and attitudes, which may not already be obvious in real life, much less when hidden behind a virtual profile.
Of course, I don’t mean singling out participants by their names, or calling them by “Mr. / Ms. [insert surname here]” like a stern parent or teacher. But just as we have personal moments between people in our lives, we must ensure our online discussions are directed towards people, not some virtual bot, as the computer screen’s tiny boxes (and closed cameras) may suggest.
Therefore, we must make up for the less-human aspect of virtual interaction by overcompensating when it comes to being personal.
In my personal opinion, I don’t think this necessarily diminishes productivity or efficiency as we accomplish our objectives and work towards our deliverables. Indeed, I am of the opinion that, even in our real lives, we are motivated to do a good job not merely because of our salary, but also the need to not let down our fellow team members. These bonds and relationships have been developed and cultivated in personal moments during real life. Now that those personal moments are few and far in between, we must best use every potential opportunity, in this case, discussions that are initially meant for work-related purposes.
Therefore, even starting off the meeting with a 15-minute catch-up, or discussing our common interests, completely unrelated to work, which is worked into the schedule (even if it takes up some time), could do wonders. Or, dare I say, interspersed throughout the virtual meeting, if possible. It is thus customised and specialised to that particular group of participants. In addition, using more informal language, a kinder tone, and even awkward humour would be helpful, even if slightly less professional (this could only work for an internal meeting, unless your rapport with your clients or external partners is at that level).
And of course, if we want everyone to be brought back to the necessity of seriousness and professionalism, we can do so with a more formal, business-like email, after the session, reminding everyone of their duties and deadlines.
Conclusion
There are many functionalities which provide various tools which can enhance the communication and productivity of a virtual meeting. There are also many good tips that best replicate a face-to-face meeting in a virtual setting. Yet, virtual meetings are fundamentally different. It is well-known that humans are social animals, but most advice don’t adress how to deal with the human behaviour aspect of virtual meetings.
Perhaps it is because the suddenness, and economic devastation, of the pandemic which had forced us to put work productivity and the bottom line as our top priorities. But properly considering human behaviour and implementing ways to encourage genuine and sincere interaction is also an important component of that success.
I wish you all the best in your virtual meetings! And of course, take care and stay safe!
