You're facing miscommunication in a virtual meeting. How can you bridge the gap between team members?

1 Clarify Intent

When you notice signs of miscommunication, such as confusion or frustration, prompt the involved parties to clarify their intent. Encourage them to rephrase their points in simpler terms and confirm understanding by summarizing what was said. This active listening technique helps to ensure that everyone is on the same page and can significantly reduce the potential for misinterpretation in a virtual setting.

2 Set Expectations

Before diving into the heart of your meeting, setting clear expectations is essential. Outline the meeting's goals, the topics to be discussed, and the desired outcomes. By doing so, you provide a roadmap that can guide your team's conversation and keep everyone aligned. This proactive approach can preempt confusion and keep the meeting focused and productive.

3 Use Visuals

Visual aids can be incredibly effective in bridging communication gaps. Utilize screen sharing to present documents, slides, or other relevant materials that can help illustrate your points. This not only makes the information more accessible to visual learners but also provides a reference point that can be revisited by any team member who needs clarification.

4 Encourage Feedback

Create an environment where team members feel comfortable providing feedback. This could involve pausing regularly to ask if anyone has questions or needs further explanation on a topic. By fostering an open dialogue, you allow for immediate clarification and ensure that misunderstandings are addressed promptly.

5 Leverage Technology

Make the most of the technology at your disposal. Tools like chat functions and reaction emojis can offer alternative ways for team members to communicate their thoughts and feelings. This is especially useful for those who may be less comfortable speaking up during a live discussion and can help in gauging the team's overall understanding and engagement.

6 Follow Up

After the meeting, follow up with a summary of the key points discussed, including any decisions made or tasks assigned. This written record not only serves as a reference to prevent future miscommunication but also ensures that everyone is aware of their responsibilities moving forward. A follow-up email or shared document can be an invaluable tool in maintaining clarity and continuity.

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?