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What are ways to avoid making assumptions about team members' cultures in virtual meetings?

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Virtual meetings are becoming more common and diverse, especially in the context of remote work and global collaboration. However, communicating effectively across cultures can be challenging, especially when you cannot see or hear the subtle cues that convey meaning, values, and preferences. Making assumptions about team members' cultures can lead to misunderstandings, conflicts, and missed opportunities. How can you avoid making this mistake and foster a more inclusive and respectful virtual team environment? Here are some ways to improve your cultural competency in virtual meetings.

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Manish Kapadia

Digital Advisor | Digital Transformation & Strategy | Client Stakeholder & Account Management | Business Change &…
Giovana M.

?? International Development Leader | Monitoring & Evaluation | Transforming Data into Impact | Fundraising Strategist…
Michael Baran, PhD

Bestselling DEI author ?? Keynote speaker ?? TEDx speaker ?? LinkedIn Top Voice ?? CEO of Iris Inclusion ?? Social…

1 Learn about the cultures

The first step to avoid making assumptions is to learn about the cultures of your team members. This does not mean you have to become an expert on every aspect of their history, religion, or traditions, but rather that you have a general awareness of their cultural dimensions, such as communication styles, power distance, time orientation, or individualism. You can use online resources, books, or podcasts to gain some insights, or you can ask your team members directly about their preferences and expectations in a respectful and curious way.

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Manish Kapadia

Digital Advisor | Digital Transformation & Strategy | Client Stakeholder & Account Management | Business Change & Program Management
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My guidance to leads is always to communicate, communicate and over-communicate. There is no alternative and a short cut to learn about getting to know about team members but to listen to the team members. Especially at the start of any project, ensure that a frequent cadence is followed to give a voice to all the team members (incl introverts and extroverts). Remember to give confidence to team members that you are available for them - if they need your help / inputs.

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Dharmender Keswani

Information & Communication Technology Solution Leader || Projects Head - Sales || Ex-BPL Telecom
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Promote open communication, provide cultural sensitivity training, establish inclusive team norms, use inclusive language, seek clarification when needed, rotate meeting times for global inclusivity, incorporate virtual team-building activities, offer multilingual resources, emphasize active listening, and schedule regular check-ins to address cultural differences promptly.

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2 Adapt your communication

The second step to avoid making assumptions is to adapt your communication to suit the cultural context of your virtual meetings. This means being mindful of your language, tone, gestures, and expressions, and avoiding jargon, slang, or idioms that might confuse or offend others. It also means being aware of how your team members communicate, and adjusting your style accordingly. For example, some cultures may prefer direct and explicit feedback, while others may prefer indirect and implicit hints. Some cultures may value silence and pauses, while others may value participation and interruptions.

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3 Check for understanding

The third step to avoid making assumptions is to check for understanding frequently and clearly. This means asking open-ended questions, paraphrasing, summarizing, and confirming what you and your team members have said and agreed on. It also means inviting feedback, clarifying doubts, and acknowledging differences. Checking for understanding can help you avoid misinterpretations, errors, or conflicts, and ensure that everyone is on the same page and aligned with the goals and expectations of the virtual meeting.

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4 Show respect and empathy

The fourth step to avoid making assumptions is to show respect and empathy for your team members' cultures. This means acknowledging and appreciating the diversity and richness of their perspectives, experiences, and contributions, and avoiding stereotypes, judgments, or biases. It also means expressing interest, curiosity, and gratitude for their participation and collaboration, and avoiding criticism, blame, or arrogance. Showing respect and empathy can help you build trust, rapport, and mutual understanding with your team members, and foster a more positive and productive virtual team culture.

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Giovana M.

?? International Development Leader | Monitoring & Evaluation | Transforming Data into Impact | Fundraising Strategist | Driving Equity, Inclusion & Impact Globally
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To steer clear of making assumptions about team members' cultures in virtual meetings, prioritize respect and empathy. Acknowledge the diversity of perspectives and experiences within the team, steering clear of stereotypes, judgments, or biases. Express genuine interest and gratitude for their contributions, fostering a culture of inclusivity. Avoid criticism, blame, or arrogance, as these can create barriers. Demonstrating respect and empathy builds trust and mutual understanding, cultivating a positive and productive virtual team culture. Embracing cultural competence in virtual interactions ensures a collaborative and harmonious work environment.

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5 Seek feedback and improvement

The fifth step to avoid making assumptions is to seek feedback and improvement on your cultural competency in virtual meetings. This means asking your team members for their opinions, suggestions, and feedback on how you can communicate better across cultures, and being open and receptive to their input. It also means reflecting on your own strengths and weaknesses, and identifying areas where you can improve your knowledge, skills, and attitudes. Seeking feedback and improvement can help you learn from your mistakes, grow from your experiences, and enhance your cultural competency in virtual meetings.

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6 Keep learning and practicing

The sixth and final step to avoid making assumptions is to keep learning and practicing your cultural competency in virtual meetings. This means continuing to explore and discover new aspects of your team members' cultures, and being curious and respectful of their differences and similarities. It also means applying and testing your communication skills and strategies, and being flexible and adaptable to changing situations and needs. Keeping learning and practicing can help you maintain and improve your cultural competency in virtual meetings, and enjoy the benefits of working in a diverse and inclusive virtual team.

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Giovana M.

?? International Development Leader | Monitoring & Evaluation | Transforming Data into Impact | Fundraising Strategist | Driving Equity, Inclusion & Impact Globally
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To steer clear of making assumptions about team members' cultures in virtual meetings, the final step is to commit to continuous learning and practice in cultural competency. Stay curious and respectful, exploring new facets of your team members' cultures. Regularly test and refine your communication skills, remaining flexible and adaptable to changing dynamics. This commitment ensures an ongoing improvement in your cultural competency, enhancing your ability to navigate the diverse and inclusive environment of virtual teams. Embrace this learning journey to foster a more harmonious and collaborative virtual work culture.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Michael Baran, PhD

Bestselling DEI author ?? Keynote speaker ?? TEDx speaker ?? LinkedIn Top Voice ?? CEO of Iris Inclusion ?? Social Scientist
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Remember that cultures are not bounded and homogenous. There is a ton of diversity within any given culture. So no matter how much you learn about a culture, you still have to interact with people as individuals. You can learn about individuals, and what is important to them, by asking open ended questions, not during the meeting but at a separate time. Set up a 15-30 minute coffee Zoom just to connect with people and get to know more about them.

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What are ways to avoid making assumptions about team members' cultures in virtual meetings?

1

2

3

4

5

6

7

1 Learn about the cultures

2 Adapt your communication

3 Check for understanding

4 Show respect and empathy

5 Seek feedback and improvement

6 Keep learning and practicing

7 Here’s what else to consider

Cultural Competency

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What are ways to avoid making assumptions about team members' cultures in virtual meetings?

1

2

3

4

5

6

7

1 Learn about the cultures

2 Adapt your communication

3 Check for understanding

4 Show respect and empathy

5 Seek feedback and improvement

6 Keep learning and practicing

7 Here’s what else to consider

Cultural Competency

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