Meetings are a typical part of corporate business, where decisions are made and tasks are delegated. Furthermore, meetings are a great place for discussion, presenting information, and developing ideas. However, often meetings can quickly get off-topic, especially with the development of video meetings. The key is to communicate effectively in video meetings to ensure employees are engaged and focused.
Below are some tips to help you improve your communication skills and improve the effectiveness of your video meetings.
The best way to start a video meeting is by showing up on time. After all, most employees already don’t want to be attending meetings, so the least you can do is show up early. As the meeting host, aim to be logged in to the meeting platform before the first employee is. This shows that you care about both the meeting topic and your employees’ time.
Before the meeting, make sure that you set an agenda for the video meeting and send it to all attendees. Then, if an item comes up for discussion that is not on the agenda, you can make a note and circle back at the end of the scheduled items.
Use your voice to convey your message to employees. After all, if you want them to be attentive, you must sound engaging. Deliver the information you need with confidence. Consider how you can use your tone to emphasize your point or convey an emotion.
Be mindful of the words you use when persuading others, and ensure that you avoid negative language. You should also be aware of language that can be discriminatory or accusatory, especially when discussing task progress.
When in a video meeting, body language and facial expressions are very important. After all, these can both give clues to your attitude and state of mind. Therefore, it is important to be conscious of this and remember that others are watching you. Use these tips to stay professional throughout the meeting;
When if comes to effectively communicating, listening is crucial. After all, communication is a two-way street. Make sure that you are actively listening throughout the meeting and take notes of any questions you may have for the speaker. Actively listening also means not interrupting, so taking notes is a great way to remember what needs further clarification.
While following an agenda reduces the chance of internal distractions, when you are in a video meeting you may be working from home or somewhere else. Therefore, it is important to set yourself up before the video meeting with everything you may need. Ensure you have a glass of water, or cup of coffee, a notepad, and a pen available. Finally, ensure that you have locked the door to stop potential interruptions from others. If you are in a public place like many remote workers, remember to mute yourself when you aren’t talking and to use noise-canceling headphones.
Use the tips above to communicate more effectively during video meetings and ensure they are productive. After all, no one likes to spend 30 minutes to an hour on something that could have been an email.