Mental Wellbeing
The Human Touch By Paula Quinsee
In the current environment of many people working remotely , we have far less direct contact with colleagues and clients , so here ’ s how to bring the human side into our digital meetings .
Images : Pexels & Shutterstock
Digital meetings are very different to meeting in person , as we miss the real essence of human connection and can miss many of the subtle cues we would have potentially picked up when being in front of someone , such as body language , facial expressions and the energy / vibe of the person . Some people may also struggle with moving from a face-to-face environment to an online environment , based on their profile type ( e . g . extroverts vs introverts ).
It also takes real concentration and a juggling act as the host or facilitator to manage a virtual ‘ room ’ full of people versus an actual room full of people . You have to deal with technical challenges such as network and connectivity issues , background noise , people talking over each other , not to mention short attention spans and the potential of suffering from digital fatigue , especially if you are moving from one online meeting to another .
Effective and Stimulating
So how do we go about making our digital meetings more meaningful and value-adding for everyone involved ?
• As humans we are wired for connection – if networks are stable enough , encourage everyone to keep their cameras on to reinforce human connection .
• Having video ’ s on also enables you to pick up on non-verbal cues if you notice them , which are essential for knowing who ’ s got something to say or if something else is going on , i . e . people are distracted .
• Other non-verbal cues to look out for are things such as head nods , facial expressions and body language ( yawns , slumped shoulders / posture , etc ).
• As the host / facilitator , you need to be aware of the different profile types in the room ( introverts vs extroverts ), allowing all the voices to be heard and not let the stronger personalities dominate .
• Disagreements are bound to happen at some point as participants may not share the same views or perspectives . Don ’ t let it derail your meeting and frustrate others on the call – take it offline .
• Be aware of the environment where you are having your call , especially if you are at home and things that could be distracting to others , e . g . untidy cupboards / bookshelves , bright back lighting / windows , etc .
• Leave space for pauses / quiet moments after a discussion or something has been said , to allow for thinking time and / or network delays . Alternatively , encourage people to put their hands up / un-mute themselves if they want to share something .
• Call people out by name , so they know you are addressing them , as they may not see you looking their way – especially if cameras are off due to connectivity issues – as you would in a face-to-face meeting .
• Be punctual , and respect everyone ’ s time – nothing is more distracting than people coming late virtual meetings .
• Keep meetings as short as possible to avoid digital fatigue – research shows 45 minutes is the ideal time period .
• Put everyone ’ s microphones on mute to minimise feedback and background noise – it can cause distractions and irritation for others on the call / meeting .
• Inform everyone upfront of any tech issues , interruptions , having to leave early , etc .
• Use break-out rooms if needed , to enable more interactive , smaller group sessions that can feed back into the larger group , and to keep engagement levels up .
• Follow up with action items coming out of the meeting – either record the call for everyone to refer to , or send out minutes / actionables from the meeting .
• Use virtual app features , e . g . polls , to work around having group debates that could waste time or get out of control .
• Not everything has to be
handled as a meeting , some things can easily be handled with a quick phone call or online chat / messaging functions .
• Most importantly , treat your meetings like you would do in the office –
dress up , show up , participate , and follow up afterwards with any outcomes or deliverables .
Essential Connection
When employees feel included , fully engaged , and encouraged to contribute , their best efforts and ideas come to light , and that ’ s ultimately what you want , whether it be virtual or face-to-face . Also , with the current stressful times we are experiencing , it ’ s important to check in with employees how they are doing , how they are coping with work / home integration , managing household and family responsibilities as well as work deliverables , and most importantly what kind of support they need .
Empathetic leadership is critical right now , as well as communication on all levels – individual , team and business – and how decisions being made are going to impact employees in the long run , e . g . salary cuts , job casualties , etc . Never underestimate the importance and value of human connection , even in digital meetings .
Paula Quinsee is the founder of Engaged Humans , facilitating connection between men , women and couples . She is a certified Imago Relationship Therapy Educator and Facilitator , NLP Practitioner , PDA Analyst , coach and trainer . She has authored two self-help guides : Embracing Conflict and Embracing No , as is an international speaker , advocate for mental health and activist for gender-based violence . More info at www . engagedhumans . com .
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