Inclusion in meetings: 7 tips for better video conferencing

"Come as you are and do what you love" - this is the motto we follow at Microsoft. However, an inclusive corporate culture does not emerge overnight but must be developed and actively shaped. This requires everyone's commitment. For example, by constantly questioning learned behavior patterns in our daily work. This is especially true in video conferences so common these days. That's why I'm sharing seven tips - which my team and I apply every day - on how to make virtual meetings more inclusive:

1. Switch on your camera for visible reactions: Not everyone likes the camera function in Teams meetings or Skype calls. Nevertheless I recommend to switch on the video if possible. Facial expressions and gestures are important in every conversation, but especially when they take place at a distance. They can also be an additional help for people with impaired hearing. It is helpful to check when it actually makes sense to switch on the camera and when not, as it can also cause unnecessary distraction or pressure (an entire topic I can write about ...).

2. Check-in to get an overview: A nice routine is to greet all participants by name at the beginning of a virtual meeting. It helps to make everyone feel "seen" and also gives a quick overview of who is present. This is especially true when several people have dialed in together in one room (think post social distancing).

3. Use chat for more interaction: The chat function serves as an additional communication channel and can promote the interaction of participants. Those who do not want to interrupt the speakers can give feedback in the chat. This ensures that everyone can have their say. Emojis support, supplement or simplify communication here. In our team we have even defined fixed meanings for certain emojis and gestures:

4. Be considerate: Respect for all participants is important in every meeting. This is especially true for digital meetings: when there is a slight delay or no direct visual contact, it is even more challenging to understand and classify ironic or funny statements correctly or not to accidentally slip into the word.

5. Avoid multi-tasking: As tempting as it is to take a look at your e-mails or Twitter feed during a meeting, it is also a good idea to take a look at your e-mail: we humans are not designed to do several things at once and equally well. Multitasking should therefore also be avoided in virtual meetings. Here it is even more important that all participants are fully engaged.

6. Don’t mute yourself: People tend to mute themselves briefly in virtual meetings in order to take a deep breath or take a bite off a sandwich. But you also rob the conference of its spontaneity, prevent lively discussions or lose a shared laugh. Apply common sense when to use or ignore this tip. In some business settings you might create more harm by being unmuted.

7. Consider breaks in the conversation: For technical reasons, there are sometimes slight delays in online meetings, so it is not always easy to speak in a gap in the conversation. This can be mitigated by allowing short pauses, showing consideration for other participants and using the signs suggested above. It is important to allow pauses and silence, as well as to feel comfortable with them in order to give the other person the opportunity to react in (virtual and personal) conversations.

If you are interested in specific tips for inclusive Teams meetings, please take a look at this article.