60 / MASTERING REMOTE COMMUNICATION
Hosting a video meeting
According to business professor
Gianpiero Petriglieri, too much virtual
video contact without the benefit
of physical human contact can make
people feel “overwhelmed and deprived
at once.” So although video calls are
useful, only book one when it suits
the task. Stick to your agreed time
frame by sending out a clear agenda
and setting a time limit for each point.
Set a positive mood and take on
a facilitator role, speaking clearly
and listening to all voices, not just
the dominant ones. If you don’t have
an answer to a question, say you’ll
respond after the call and move on.
Technical issues? Turning o cameras
and continuing with just audio can help.
Managing participants
For calls with just a few participants,
you can be less formal and encourage
more of a live conversation. For larger
groups, get people to submit questions
and comments via the chat function,
an online poll, or a shared live
document (such as a Google Doc).
This way everyone can add their
thoughts without competing to be
heard. Although you should, of course,
look presentable and act professionally
on every video call, take extra care
when meeting via video with an external
client or supplier. Unusual or overly
casual dress can distract from the
purpose of the meeting and have an
impact on how your organization is
viewed from the outside.
Running video calls
When managing remotely, a video call might be the closest you get
to meeting colleagues face to face. Use the opportunity to show your
support for sta and their work, helping you unite as a team, and get
things done. Follow a few key steps to make everything run smoothly.
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RUNNING VIDEO CALLS / 61
1 Have I checked what’s visible in the background? .......................
2 Have I looked in the mirror to make sure I’m presentable? ........
3 Is my internet connection strong enough? ....................................
4 Is my microphone working, and do I know how to
turn it on and o? .............................................................................
5 Have I circulated the agenda? .........................................................
6 Am I prepared for the specific content of this meeting? .............
7 Have I asked others in my household not to disturb me for
the duration? .....................................................................................
8 Have I checked that attendees are happy for me to
record the call? ................................................................................
9 If I’m not recording, have I asked someone to take minutes? .....
“I THINK YOU’RE
ON MUTE …”
It’s a familiar phrase for remote
workers. Forgetting to turn your
microphone on before you start
speaking is easily done. If this
happens to you or someone else
on a video call, be professional
and get the conversation back
on track quickly. When you’re not
talking, mute the mic, reducing
background noise for everyone.
ASK YOURSELF…
YES NOAm I ready to host a video call?
In focus
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