Whether you’re a New York journalist, an English teacher in Japan, or a technician at one of the best managed IT service providers in the Melbourne CBD, virtual meetings are likely an unavoidable part of your workday. Gone are the days of in-person meetings where we can read subtle body language as we sip our morning coffee. Now, we must master the art of commanding respect through a camera lens, microphone, and occasionally temperamental internet connection.
If you’re prone to accidentally talking over people, if you can’t seem to get the hang of background design, or if you simply feel awkward as heck on conference calls, this article is for you. From the technical basics to the intricacies of emotional intelligence, we cover everything you need to know to command respect in virtual meetings.
1. Master the Technical Basics
Technical incompetence is the virtual equivalent of showing up to a boardroom meeting with your shirt on backwards. To avoid this very obvious faux pas, invest time in understanding your equipment.
Know how to mute, unmute, share screens, and troubleshoot basic connectivity issues. Nothing undermines professional credibility faster than a five-minute fumble with audio settings while colleagues (or worse yet, clients) stare blankly into the void.
Pro tip: Rope someone into helping you practice your setup beforehand. Test your microphone, ensure your background is professional, and have a backup plan for potential technical meltdowns. Even if you have to call your cat in the lounge room, this prep time will boost your confidence!
2. Curate Your Visual Narrative
Your on-screen presence encompasses more than just your face and body. Your background is part of the equation too. A messy room suggests disorganization, while a blank wall screams bureaucratic sterility. Find a balanced backdrop that hints at personality without becoming a distraction – a tasteful bookshelf, a neutral wall, or a carefully arranged workspace.
Lighting is also a surprisingly big player in the game. Avoid harsh overhead lights that make you look like you’re being interrogated. Soft, natural lighting from the side creates a warm, approachable effect. Think Hollywood screen test, not police procedural.
3. Dress for the Digital Dimension
Professional attire isn’t just about what’s visible. It’s psychological armor that can transform your mindset. So, even if only your upper body is on display, dress completely. There’s a subtle confidence that emerges when you’re fully dressed, not just wearing a crisp shirt over pajama bottoms and slippers.
Choose colors that complement your skin tone and provide subtle contrast against your background. Avoid extremely bright or busy patterns that can cause visual static on screen.
4. Develop Intentional Communication Strategies
Virtual meetings strip away nuanced non-verbal communication. Compensate by being extraordinarily clear and intentional. Speak with measured pace and tone. Use strategic pauses. Articulate your thoughts precisely.
Body language has to be more pronounced on video calls. So, sit upright and use hand gestures sparingly but effectively.
It’s also vital to note that maintaining eye contact means looking directly into the camera, not at the image you’re seeing on your screen.
5. Listen with Visible Engagement
Active listening in virtual spaces requires deliberate performance. Nod occasionally. Use minimal verbal acknowledgments. React visibly but professionally to show you’re fully present.
Though you’re in your own space with all those tempting distractions at hand, avoid the temptation to multitask. That means no email checking, no side conversations, and no social media scrolling. Your colleagues can see your eyes flicking off to the side, and they’ll pick up that vacant expression on your face.
6. Manage Your Environment
Control your space like you’re on a film set. To minimize potential interruptions, you’ll want to:
- Inform family members or housemates about your meeting schedule
- Use noise-cancelling headphones
- Consider a “do not disturb” sign that only goes on your door during meetings
- Close windows
- Use an air-conditioner rather than fans
Have a professional contingency plan for unexpected intrusions – a quick, grace-filled method of addressing a sudden child or pet appearance will help you maintain your composure.
7. Embrace Strategic Preparation
Preparation separates professionals from amateurs. Review meeting agendas beforehand. Prepare concise, meaningful contributions or questions. Have relevant documents ready to share. Your goal is to be a value-adding participant, not a passive observer.
8. Cultivate Digital Emotional Intelligence
Read the virtual room. Understand group dynamics. Recognize when to speak, when to listen, and how to provide constructive input. Virtual meetings require a nuanced understanding of digital social dynamics. This will take some practice, so again, see if you can get someone to help you practice. The more calls you have, the more of an intuitive sense you’ll get for things like lag that can cause you to talk over people. By working out all your awkward habits in calls with friends, you can present a polished and professional presence in high-stakes virtual meetings.
Respect isn’t demanded – it’s earned through consistent, professional performance. Follow the steps above, and you’ll be on the path to naturally earning far more respect in every virtual call you make.
