If you’re new to the video conferencing world, know that it is possible to have productive meetings or even meet new people and network through video. Like any other successful interaction, make it your priority to know who you’re talking to, find out what they care about and stay focused on how you can best serve their needs with the information you have to share. Accomplishing your goals in this situation depends on using your communication skills a little differently than you would in person.
First, realize that a virtual meeting is its own unique situation – not just a high-tech version of an in-person meeting – and has to be treated as such. Conversations don’t happen as naturally on these platforms, because our normal back-and-forth exchange is challenging with the noise cancellation feature that kicks in if people overlap when speaking. Interruptions mean no one can hear anything either person is saying. It’s just plain awkward and could even be seen as rude. If you’re running a meeting, be more active in your role as moderator… set ground rules for contributing and interacting, send out an agenda ahead of time and stick to it.
Plan ahead so that you’re ready to convey the message you want to deliver in the most succinct, direct way possible. Say the most important things first, be brief with each point and resist the temptation to say everything you know. Be prepared for questions and jot down notes while others are speaking so you can share your comments or ask questions when appropriate. Listening well and waiting for the right moment to speak are the keys to making the best impact.