If you are like other people I’ve spoken with since the COVID-19 pandemic changed our lives, those working from home now tend to work longer hours than when working in their offices.
“Zoom fatigue” afflicts many workers who are finding it hard to remain focused using a new communication vehicle for them. Some don’t fully understand online technology and are feeling stressed by their second job: quickly mastering new communications platforms. Some introverts are averse to visual online communication. Many extroverts see video communication as a good opportunity to chat. After all, some of us are isolated and miss social connections.
Before you overhaul your communication style to reflect expectations inherent in video communication, ask yourself, “Have the basic principles of good communication changed with the rising popularity of video communication?”
Not really. They’ve just become more important and include:
- Understand how your audience wants you to communicate with them – and respecting their choices.
- Set objectives for the communication.
- Be concise in language and thought.
- Listen carefully and:
- Speak clearly.
The next time you are getting ready to engage yet another person or group online, consider these road-tested tips.
To Zoom, or not to Zoom?
More people are freelancing in just about every sector you can imagine. In this time of social distancing, mastering the art of the online video pitch is gold. However, some prospects still like to see something on paper, such as newspaper readers who prefer the feel of the page to an online image.
“Determine the goal of the communication, then ask your audience how they like to communicate. That will inform your communication choices,” says Savoula Stylianou Manager, Digital Communications at Upper Canada College, Toronto.
“Online tools are popular, but it doesn’t mean they are always best. Using a mix of online and traditional communication tools may still be a better way to sell your product or service.”
Is the point of the communication to brainstorm about an upcoming project or to go over several meeting points on an agenda? Then perhaps a video-based call is best.
If the intention is to provide instructions or discuss logistics, then that can be done by email or text.
“As communicators, we need to be comfortable using the latest technologies, but shouldn’t feel pressured to use something like Zoom because it is so popular when it would come at the expense of the most effective mode and method of communicating,” says Stylianou.
How to look and sound professional online
When you take delivery of a new appliance or piece of technology, is your first impulse to just start using it?
When I began using video communication, I seldom actually sat through the instructional videos that came with each platform.
I soon realized that taking the time to learn about what may seem to be “bells and whistles” will help you make the most of the technology while avoiding embarrassing situations.
“It can be easy to forget important functional details when you are new to video technology or are hosting numerous calls during a long working day,” says Stylianou.
Your personal delivery is just as important as your content.
“To ensure your call meets your goals, I recommend running through a checklist you keep beside your monitor, whether you are hosting a large online meeting or a one-to-one conversation. Having an administrator to look after the technical points will let you to focus on your delivery and content,” she says.
Here are a few more of Stylianou’s best practices when using video-based tools.
- Put your microphone on mute when you are not speaking.
- Position your laptop in front of appropriate, pleasing backgrounds that don’t distract the participants.
- Eliminate ambient noise including phone calls or pets and people moving through your space.
- Monitor the meeting by muting microphones so people won’t talk over one another.
- Stick to an agenda (shared before the meeting) to keep everyone on track and ensure the meeting doesn’t run long.
- Check your internet connection ahead of time and find the spot in your home that is best suited for clear Wifi connectivity.
- Use the chat function found in programs like Zoom and Google Meet to share a message when other people are speaking. That way, you’re not interrupting the flow of conversation.
Back to basics
“If people are more comfortable communicating with you face-to-face, then level up your Zoom, FaceTime or Webex skills”, says Stylianou. “But if they only require short answers and welcome the chance to hear from you over the phone, then that is the best option. It’s reflecting your audience’s communication preferences that ultimately gets you heard and understood”.
