How to communicate in an online meeting without losing the plot

If you’re old enough to remember Get Smart, you’ll probably recall the Cone of Silence- that piece of 1960s technology that was meant to protect confidentiality but never quite worked, leaving Maxwell Smart and his colleagues to shout their secrets at each other so they could be heard underneath the cone.

Chances are, you’ve had at least one recent online meeting experience like that. The tech didn’t work, or everyone was distracted by a cute child popping up beside their parent, or by a pet cat sashaying across the screen.

You’re also probably starting to accept that video meetings are an inevitable part of your day in our new version of normal, So, how do you put your best foot forward while helping to ensure the experience is both inclusive and productive?

By now we’ve heard plenty of tips about webcam quality, lighting, sound, and making sure nothing dodgy is appearing behind you. Beyond the tech, there’s more you can do to stop your online meetings becoming as fruitless as those held under the Cone of Silence.

First up, it's important to treat the occasion with the same respect you would give an in-person meeting - including having a structure rather than a loose conversation. As working-from-home expert Elaine Quinn told the New York Times, it’s up to managers to make virtual meetings concise and engaging. “That was already true for in-person meetings, but for virtual meetings, setting an agenda is even more crucial,” she said.

The meeting leader might be responsible for the format, but everyone brings something important to the virtual table.

Preparation – Be your best self

If you were asked to stand in front of a large audience and present a half-hour speech, you'd probably spend considerable time preparing. We tend not to put the same level of preparation into meetings and conversations - particularly those online - even though the stakes might be even higher. Rather than inwardly groaning, "Not another Zoom session” consider the purpose of the discussion and the outcome you want to achieve - both individually and as a group. A clear goal will help stop the meeting from deteriorating into time-wasting territory.

Attitude – Leave your baggage at the door

Virtual meetings potentially have even more value than in-person gatherings because, for that period of time, you’re intentionally focused on the conversation before you. On the other hand, you’re also likely to be working in an environment where there are more distractions; both physical and mental.

Before you jump on a call, check in with yourself and gauge your inner state. How you are feeling; what are your predominant thoughts? Often, we bring mental baggage from a previous experience into the current moment. Whatever happened just before your online meeting - even if it’s in the seconds before - draw a mental line under it. Treat the meeting as a fresh experience with a clean slate

The Three Cs

Assuming you’ve done at least a small amount of preparation, you’ll have something to say in the meeting. A simple three-step structure can help you deliver your message clearly and succinctly.

1. Context: Even though you can see each other on a video call, you still don’t have access to the full range of non-verbal cues that help clarify your message. Focus on being precise. This includes what I call “starting at the first sentence”. Sometimes we take verbal shortcuts by jumping into a conversation at around the third sentence mark. Without realising it, we’ve actually expressed the first two sentences silently, in our mind - then we wonder why the others don’t seem to have a clue what we’re talking about. Whenever you make a point, start at the first sentence so the context of your comments is clear.

2. Content: This is where you say your piece. Rather than just brain-dumping, break your content into three pieces of information. You'll be doing everyone a huge favour by making it easier to digest what you're saying; you'll sound organised and efficient. You'll also be better able to remember what you're about to say.

3. Concrete action: If you’re expecting someone to do something as a result of what you say, spell it out. Don’t assume the outcome is clear; be precise about who's going to do what, by when.

Ask great questions and follow up

Online meetings - without access to full body language - can create confusion. You can help un-muddy the water in the shared pool of meaning by asking open-ended questions. Rather than taking a comment at face value, if the meaning isn’t clear, ask for clarification. And don’t be afraid to follow up after the meeting in a one-on-one call or email. The discussion doesn’t have to end when the light on your camera goes off.

I'd hate to think how Maxwell Smart and his cronies would cope in our current situation. Reduce your Cone of Silence moments by embracing online meetings as the business lifeline they are in these socially distanced times.

Dr Neryl East is a professional speaker and facilitator who shows current and aspiring leaders how to be heard, stand out and command influence. Connect with her: https://www.dhirubhai.net/in/neryleast/