October 18, 2021
Want to run virtual meetings like a pro? Try these 4 easy tips
Zoom. Microsoft Teams. Skype… using these websites for a virtual meeting is the new way to keep our businesses running while a global pandemic runs its course. The new business normal has forced us to change the way we communicate with our clients and customers.
In-person meetings are out. Virtual meetings are in, and they present a whole new set of rules to communicate effectively.
I’ll get to those rules in a minute, but I’d like to start by sharing a fun fact that every entrepreneur should know.
An astonishing 93 percent of what we communicate is expressed through body language.
This means the words we say make up only 7 percent of the full message our listeners are receiving. How we use body language, along with tone and volume of voice, communicates more, sometimes without us even realizing it.
Of course, this holds true during any exchange between people, in-person or in a virtual meeting. But, on-screen communication in particular tends to magnify how we use facial expressions, vocal nuances, and even gestures. Looking at each other on a screen, we’re less distracted and more focused on the non-verbal cues directly in front of us.
Fun, huh.
Virtual meetings can be stressful (and let’s not even talk about dealing with technology). Understanding how to polish your presence and delivery can make it a lot less stressful.
Tip 1: Take a good look at your virtual meeting eye contact
I’m sure you know what it feels like to talk to someone who doesn’t seem like they’re paying attention to you. It’s uncomfortable and sometimes even disturbing. It definitely doesn’t facilitate good communication.
To more deeply connect with someone in conversation, eye contact is crucial, but it’s a delicate balance. There’s a line between genuine and relaxed engagement and intense staring.
In any conversation, in-person or virtual, our natural tendency is to gaze at the face and eyes of the person facing us. As humans, we’re hardwired to do this for two reasons:
- Maintaining eye contact communicates that we care about what the person has to say.
- We instinctually watch for non-verbal cues to better interpret what’s being said and to help facilitate the conversation.
Eye contact gets tricky in virtual meetings because we should be focusing our eyes on the little lens of our web cam instead of the face on the screen. That can be really disorienting, though. To look at the face means we’re not really making eye contact. To look at the camera means we’re missing out on non-verbal cues. What to do?
Try this technique in your next meeting
The solution to this dilemma is what I think of as the “gaze” technique – focusing your eyes within an imaginary circle that includes both your web cam and the top of your viewer’s face (eyes and forehead). While you speak, subtly shift your eyes up and down from one to the other.
When you think about it, this is exactly what you do when speaking with someone in person. You gaze at them, glance away for a few seconds while thinking or talking, bring your gaze back to their face and eyes… It took some practice for me to get the hang of making these subtle shifts, but it works!
It’s worth mentioning here that technology companies are working on a fix for this face/camera conundrum. Maybe someday soon there will be a built-in software feature on computers and webcams to solve the problem.
Tip 2: Let your gestures do some of the talking in a virtual meeting
Are you a “talk with your hands” person? Or do you prefer to keep your gestures more subtle? (Or maybe you don’t use any hand movements at all?)
There’s apparently a lot of communication power in gesturing. Communications researchers have discovered that the most popular TED Talk speakers use around 450 gestures to accentuate their speaking points, which is double the number used by speakers who are ranked as less popular.
Gestures help to express ideas, emphasize points, and visually engage an audience. Their use also sends the non-verbal message that you are an “active” speaker, which creates a stronger impression with your audience (as research and statistics above have shown).
In a virtual meeting, it’s important to arrange your web camera so your listener can see your gestures. If you’re sitting too close to the screen and your listener can only see your talking head, you’re both missing out in a big way.
Tip 3: Don’t invite distractions to your virtual meeting
Another important point relating to gestures is developing an awareness of what you’re doing with your hands in general while speaking.
To see what I mean, start by taking this simple test:
The next time you watch a professional speaker (or even a televised news broadcast), pay attention to whether the speaker is fiddling with his/her hair, fussing with jewelry, adjusting clothing, covering his/her mouth or face in any way, or avoiding eye-contact.
Ok, never mind the test. I’ll just cut to the chase: you simply won’t see that happening.
That’s because those actions are very distracting in real life and especially on camera where every movement is exaggerated. Camera-savvy people know this.
For those who are less savvy, know that doing these things on camera is really problematic. Whether you realize it or not, they can unintentionally communicate that you want to…
- Deflect attention from your face because you are uncomfortable being “seen.”
- Call attention to something on your face or body that will increase your likeability.
- Mask a part of your face or body as a means to “hide” or even deceive your listener.
Be aware of the signals you create on camera. These are not messages you want to send to anyone in a virtual business meeting!
Tip 4: Get the lighting right for your virtual meeting
If you know anything at all about photography, even if it’s just taking a selfie on vacation, you know that lighting and camera angle matter. This is equally true for virtual meetings via web cam. Before your meeting, test, test, test to see how your lighting and positioning affect your appearance on camera.
Here’s what I’ve learned the hard way:
- Natural light from a window can be flattering, as long as your face isn’t washed out by direct sunlight.
- Harsh overhead lighting (especially fluorescent lighting) is the worst! It makes you look like a tired raccoon on camera. If possible, set up lamps on either side of your computer screen to project softer, diffused light during your virtual meeting. A ring light is another option.
- Your viewer doesn’t want to look at your ceiling and she also doesn’t want you to gaze down on her from high (which, for most of us, is just about the least flattering angle possible). Make adjustments that will position your web cam so it’s even with or just above your eyes.
- Try to avoid wearing glasses if you can in a virtual meeting. The lenses reflect light and make it more difficult to see your eyes. One solution is to lower the brightness on your screen to reduce glare.
- Don’t forget to check what’s behind you! Unattractive clutter within view is both distracting and unprofessional. Even if you work from home, never forget that this is business, a la virtually. Make sure the working environment that’s visible behind and around you convey that.
Become your best virtual self
Pandemic or not, conducting business virtually is here to stay. If you know you need to up your game to make your best impression on camera, start with these tips to improve.
If you need better equipment, invest in it. If the look of your home or office doesn’t match up with your idea of a professional setting, create or find a place that does. If you feel like you’re struggling with confidence on camera, practice.
And don’t forget to smile!
Before you know it, you’ll be running your virtual meetings like a pro.
Do you have questions about how you can succeed in your business and accelerate your journey toward reaching your goals? I invite you to learn more about From Startup to Success coaching packages. Begin with a no-cost 30-minute consultation to discuss where you are with your business and where you want to go
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