| March 21, 2016 | Issue No. 206 |
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How liberating technology can be! I know you are ready to say how frustrating technology can be too. But with videoconferencing, there is no longer a need to speed to a meeting, endure bad weather or spread an illness so that you can meet face-to-face. Don't get me wrong, as an interpersonal communications speaker, I do believe meeting in person is the most effective method of communicating, but for the reasons mentioned above, meeting virtually has its advantages as well. So, are there strategies we should use when videoconferencing to allow for more effective communication? Great question for this week's newsletter.
Virtually yours,
P.S. Back by popular demand, I will be offering another Supervisor and Manager Boot Camp this May 10-12 in La Crosse, Wisconsin. Click here for more details http://dianeamundson.com/seminar/ |
"Any virtual community that works, works because people put in some time."
Howard Rheingold
Years ago, I remember being a young sales rep for General Mills and putting very little thought or weight into how I showed up for meetings. What I didn't realize was that management was looking at these exchanges as ways to evaluate the effectiveness of employees for future promotions. In addition, I didn't realize that each blunder of a meeting can take up precious time and be costly when you add up the wages of everyone in the room...virtually or not.
Fast forward to today and one reality in terms of meetings is that videoconferencing is here to stay. According to a 2014 IDC report 44% of companies surveyed say they use videoconferencing with another 42% saying they plan to begin using it. In addition a Gigaom report from 2014 found that 87% of remote users feel more connected to their team and processes when using videoconferencing.
So, what are a few tips to help you and your next videoconference by more effective?
- Make sure the technology works! Wow, Diane, this is so novel. I almost did not mention this because it seems obvious but I always believe in doing a dry run before an important meeting even if the room and technology had just been used.
- Practice for smoother transitions. Allow leader or person running the technology to practice switching between screens. For example, with Google Hangout this means handling Screenshare effortlessly.
- Your camera should be at eye level and look into camera when speaking and not at yourself on the monitor.
- Treat the videoconference meeting with the same rules of a face to face meeting by having everyone introduce themselves, if first time meeting.
- Be present! No side bar conversations or texting.
- Mute the microphones when not talking to avoid background noises.
- Have a professional background and clean desk.
- Dress accordingly, if with team mates, business casual, but with new or higher level management you may need more professional attire....no robes, pajamas or shorts.
- Avoid bold prints on shirts, loud jewelry, dangling earrings or eating that can interfere with the microphone.
- Use overhead lighting so you can be seen.
- Be active when it is so easy to be passive. Use the chat feature, participate in polls, look directly into camera and smile.
- Be aware of interrupting others. If your voice is delayed, or you appear to be interrupting, post your questions instead. If needing to leave for a moment don't just disappear, but call for a break or post to leader that you need to leave for a moment so someone knows.
- Keep hand and head movement to a minimum as it can be distracting.
Question for You: Is your organization using videoconferencing more often? Do you experience technical problems at most meetings even if only for a few minutes? Do you find yourself being distracted or a passive participant in most of these meetings?
Action for You:
The same rules apply for a videoconference meeting as for a face-to-face meeting. It can be easy to discard these types of meetings as unimportant but your future career can be determined by how you show up for these meetings. By following the checklist above, you will be seen as more professional and effective in how you communicate your ideas to others.
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About Us
Diane Amundson is the owner of Diane Amundson & Associates. She has been training, speaking and consulting for over twenty three years in the areas of leadership, generational diversity, team building, networking, conflict resolution, coaching and strategic planning. She has worked with Fortune 500 Companies like General Mills and Pepsi Cola along with numerous school districts in Minnesota and Wisconsin. She has co-authored a book titled Success Strategies: A High Achiever's Guide to Success. She is a member of the National Speakers Association and has served as Adjunct Professor of Organizational Behavior at Winona State University.
She is a Rotarian that has traveled the world on humanitarian projects in Mongolia, India and Brazil.
Her style of speaking is informative and highly interactive.
Diane Amundson & Associates Phone: (507)452-2232 Fax:(507)452-0090 24456 County Road 9 Winona, MN 55987 |
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