Communication Skills for Remote Work: Fostering Connection in Virtual Environments
It is almost redundant to mention how video calling and video-conferencing has changed the way business is done, but it would be naive not to acknowledge the impact it has had on almost every business interaction we have had in recent years.
Virtual environments bring with them a whole fleet of communications challenges that can be navigated through greater understanding of the medium. Despite these challenges, businesses are now able to communicate faster and more globally than ever before.
STOP LOOKING AT MY FACE
Remote conversations, using video-calling services, have opened up a wealth of opportunity within all businesses. It has given global reach to every industry and allows us to schedule conferences, meetings and one to one conversations without the need to commute.
With the many benefits that video-calling has given us, it has taken away some of our opportunities for organic conversation. When business premises shut down in 2020 and the world moved online, we were forced to adapt quickly to this innovation and many were not equipped for the transition. Some people may feel an erosion of their confidence in a video calling environment. Electing to speak during a video-call isn’t the same as chipping in to a group conversation set around a conference table. Suddenly, one brief addition to the conversation draws the spotlight; you have taken the microphone and your face is now the focus, projected on every screen.
The aim of video-calling is to make us more connected, not less, so you shouldn’t feel nervous about joining a virtual conversation. Working with a communications coach, you can learn to master the art of the video-call and make the technology work for you. You can start by building your confidence with the functions of your video-conferencing service. Hiding your own screen during the call is a great tip for removing unnecessary self-conscious behaviour. Even those of us who love the spotlight don’t always want to watch ourselves when speaking, and hiding your own view to focus on your audience is a great first step.
MASTERING THE TOOLS
You can make the most of the advances in technology by giving yourself the best possible set-up. It needn’t be expensive to level-up your home office to join conference calls with confidence. Learning to make use of the in-built features of your video-calling service is essential. Orienting the view to suit your preferences can make the difference; pinning key speakers, learning how to quickly mute and unmute and utilising background features.
Investing in your appearance on a video call will grant the confidence to join the conversation without being self-conscious, and ensure your audience is focussed on your contributions to the conversation not the wallpaper behind you. Choose carefully where you want to set-up your calls. You should be free from distractions for yourself and also make sure that your background isn’t distracting for your audience. Find somewhere with strong natural light, or invest in a soft light to make sure the image you are projecting has clarity. For glasses wearers, it is worth setting up two lamps at 45 degree angles to ensure glare doesn’t obscure your eyes. Small touches like this can lift your screen view and enhance your connection with your audience.
You can easily test your internet connectivity to avoid interruption in the conversation. Strong wifi will smooth out some of the breakdown in communication that can occur, granting you the opportunity for seamless interactions.
OUTLINE THE SESSION
If you are leading a video-call, be sure to lay out the plan for the conversation and set a precedent for how people should contribute. Using chat functions allows people to submit questions, without interrupting the natural flow.
Be aware of the audience. Seeing thirty faces in boxes, sometimes on multiple pages can make it difficult to bring everyone into the conversation. During in-person meetings, it is easy to notice someone in the group who is disengaged or distracted but, during online sessions, it can be tough to monitor everyone and keep them engaged.
Being aware of your audience is paramount to good communication and online audiences present challenges that must be understood to be overcome. Find ways to make the conversation engaging and take advantage of screen-sharing options to introduce variety and visual stimulation through the session.
It can be useful to assign someone to monitor the group. Whilst you are speaking, and concentrating on delivering the information, you can set someone in place to watch the audience and keep an eye out for anyone who looks like they have a burning question or query. These are the types of things that come naturally during in-person conversations but are harder to track in an on-line environment.
GIVE TIME AND SPACE
When leading an online conversation, open up the floor at more regular intervals to give people an opportunity to contribute. As previously discussed, it can appear more intimidating to involve yourself and ‘take the floor’. Use moments to break out from your presentation and invite questions. Ask specific questions about the topics discussed and use open questioning to prompt meaningful engagement.
Establish the precedent that questions are welcome. People rarely want to be the first or sole questioner but if you have created the type of warm environment where feedback is desired, your team will feel more engaged and valued.
Working with a Forefront Coach, you will learn how to effectively communicate and collaborate with remote team members. You'll explore various communication tools and techniques, best practices for virtual meetings, and strategies for building and maintaining relationships with virtual teams.
