How To Feel Comfortable on a Virtual Meeting (Zoom, Skype, Google Hangouts, Face Time, etc.)

Well, here we are. We’re all navigating this new world, fast and sometimes terrifying information flying at us every hour, it seems. Our children (if we have them) are home, most of us are working from home, or else we’re working in an essential service, on the front lines. All of us are doing our best to avoid contracting Coronavirus.

It’s exhausting. You’re doing great. You’re still here.

But now, the majority of our interactions are online. Many of us are not used to that, and finding the camera difficult to get past. Some of us find it challenging to keep our energy levels and concentration high while dealing with clients or colleagues over a camera. It’s easy to zone out, or get distracted, or sink into your chair and lose your focus.

Here are some ways that you can get past the camera and communicate effectively with your colleagues during this unprecedented period of social isolation.

1. Arrive early. Make sure all of the components work. Give yourself 10 minutes to troubleshoot - your computer might want to do an update, you might have a microphone problem, etc. Be prepared to start on time.

2. Drink water. I know it sounds silly, but dehydration is one of the easiest ways to lose focus and get sleepy. Make sure you've got water with you and keep taking sips to stay hydrated.

3. Keep a notepad by the computer. Despite the ability to do about 26 things at once, taking notes by hand is the most effective way to retain the information you are exchanging. If you keep a dedicated notepad by your computer and do a good job dating and timing your meeting notes, you’ll be able to go back and find your information easily. Better yet, you can formalize your notes in an email, post-call.

4. Put your meeting prep notes beside the camera. If you're able to do a split screen with your meeting notes and the platform you’re using (Zoom, etc.), that will keep your head pointed toward the camera, so that you can keep looking at the camera for the other person. Because you're already dealing with tech and other barriers, making sure you keep your eyes focused on the other person, means they can also follow along with you. (This could seem counter intuitive to #2 above, but I believe that it’s so important to take notes by hand, that it’s worth it for the periods where your face is looking down towards the note pad.)

5. Sitting in Alexander. Those who have downloaded my free public speaking guide, or have worked with me, will be familiar with Alexander Technique. If you're sitting, make sure you're in an active Alexander sitting position (edge of your seat, abdominal muscles mildly engaged, sitting tall) as opposed to sitting back. Part of what keeps us engaged with in-person communication is when we have energy exchange. When you take that away (i.e. shove a screen in front of us), we can lose momentum. Work against sinking in to that by staying upright while you're sitting.

6. Listen. Stay focused and listen to the other person. If you are focusing on the other person’s face, and they are focusing on yours, the non-verbal communication exchange can happen, despite a screen in front of you.

7. Be dressed. Your upper half and your lower half. You might be tempted to be business up top, casual down below, but dressing as you would in an in-person meeting helps you get into the right mindset and avoid feeling too casual.

8. Close everything else. Avoid the impulse to keep tabs open. In fact, get out of your browser all together. Turn your phone over. Give the person or people you are meeting with your full attention. It’s much better for your brain, and will be a more effective use of your time if you’re focusing on the task at hand, and not jumping all over the place.

9. Mute the mic and camera when necessary. If you need to hop off for a bathroom break, or call to your child to turn off the tv, or eat a bowl of cereal, make sure you manually mute the camera and microphone (usually at the bottom left of the navigation bar). You can still listen if you’re in a large group meeting or lecture, but it keeps the professionalism high.

At all costs, avoid looking at yourself. This is what throws people the most. If you’re concentrating on something other than the person who is speaking on the other end, you are disengaging from the exchange (and likely focusing on negative aspects of yourself - fixing your hair, noticing how you appear in different angles, etc.) Everyone can see you! You’ve seen people on the news or a talk show who are on camera for the first time, and you can see them notice themselves in the monitor, and then adjust themselves or fix their hair, etc. You know how that looks. Give yourself a quick lookover when you’re opening up the program, and then, forget about it.

For now, this is the best way that we can continue forward in this world, while also protecting the most vulnerable. As with everything, practise and conscious intention will making your Zoom/Skype/Face Time meeting much more effective.

Got a question? I’d love to help! Ask me in the comments below, or email me at megan@ubuskills.com.