Alexis Fitzsimmons, GSIG’s PR Chair, compiled a list of tips for making the most out of your Zoom experiences.
These pandemic times have turned most of our everyday interactions virtual. If you wake up each morning and begin your day by opening your laptop and hopping on a virtual meeting, you are probably used to Zoom (or whichever platform you use) by now. You can ensure your virtual meetings and classes go smoothly and make a positive virtual impression on others by implementing the following suggestions into your virtual interactions.
Show up on time. Just as you would in a face-to-face meeting, virtual punctuality shows you are prepared and can help you feel relaxed.
Speak up when you arrive. When entering a meeting, say hello! When people can see you, it is polite to greet them as you would in person.
Don’t underestimate small talk. Zoom makes it easy to join a meeting and keep yourself muted, but consider making small talk with other attendees to make both you and them feel comfortable and start the meeting off on the right foot. If you struggle with small talk, you can ask others questions about their weekend, family, holidays, or other lighthearted world happenings.
Look into the camera. Though it may feel awkward, eye contact in virtual interactions can make a difference just as it can in face-to-face conversations. Show your colleagues you are engaged in conversation by making eye contact. If you struggle to look directly into the camera, try focusing your gaze on the top third of your computer screen.
Limit background noise if possible. Background noise can be annoying for both you and your colleagues. Try to set your laptop up in a quiet space when possible and close the door.
Eat during breaks if possible. Try to eat between meetings to be more polite, avoid chewing noises, or simply grossing people out.
Try not to interrupt others. Interrupting happens, especially on Zoom when it is difficult to tell when another person is going to speak or when Internet connection is poor. Try your best to not interrupt others who are talking and, if you do, apologize and give the other person a chance to speak before you do. You can also make use of the chat or hand raising features in Zoom.
Use non-verbal cues. When listening to others speak, you can occasionally nod your head or smile as you would in person to show that you are respectfully listening, understanding, and engaged.
Use the mute button. Especially in large meetings, if you are not the person speaking, mute your microphone to avoid background noise. You can also make use of the mute button when you feel a cough or sneeze coming on to avoid being distracting.
Try not to multi-task. It is easy to want to check emails or other notifications during virtual meetings, but your colleagues will take notice. Unless you are looking for something that pertains to the virtual conversation, try to pay attention and be fully present during your virtual interactions.
Practice before presenting. If you haven’t shared your screen, facilitated breakout rooms, or played a video over Zoom before, try it out with a friend beforehand. This practice will ensure that you look prepared, and you will avoid wasting your attendees’ time when they join your real virtual meeting.
Listen when others comment on your poor audio/video. If someone says they cannot hear or see you well, do not get defensive or blame them. Try to calmly troubleshoot or ask others on the call if they can hear/see you well to get to the root of the problem professionally.
Wave or say goodbye before signing off. You wouldn’t simply walk out the door at the end of a face-to-face meeting. A quick wave or “Thank you!” is a polite gesture.
Additional tips for virtual meeting hosts:
- Introduce those who may not know each other.
- Let people know if they are being recorded.
- Monitor the chat function.
- Pause to ask for questions.
- Read the room and adjust accordingly.
- Address attendees by name.
- Avoid an abrupt ending, and leave the meeting last.
If you are the meeting host, start by introducing everyone or with an upbeat icebreaker, and let your attendees know if they are being recorded.
During the meeting, pay attention to the chat function (or assign someone else to) to make sure you are answering questions your attendees have. It is also helpful to pause at times to ask if anyone has any questions or comments they would like to share verbally.
When possible, address your attendees by name. If you are the main person speaking during the entire meeting, pay attention to your attendees’ nonverbal cues. If they look bored or confused, this may be a good time to pause and give them an opportunity to engage.
Just as you might if you are hosting a face-to-face meeting, wait until all your attendees have left the meeting before you do. They may have questions they have been waiting until the end to ask you.
