Guide on Gracefully Inserting Yourself into an Online Meeting

Guide on Gracefully Inserting Yourself into an Online Meeting

In the era of remote work, virtual meetings have become a staple for businesses and organisations worldwide. However, these digital gatherings come with their own set of challenges, such as reduced collaboration and idea-generation, which often outweigh the benefits [1]. To navigate these virtual interactions successfully, it's crucial to strike a balance between clarity, respect, and attentiveness in your communication.

Preparation is key when it comes to virtual meetings. Reviewing the agenda and informing the organiser where you'd like to contribute can ensure you get the opportunity to share your thoughts [2]. Being brief and concise when sharing your views is also important, as it helps maintain focus and prevents disruption [3].

When it's your turn to speak, engage respectfully by looking directly at the camera and speaking clearly. Avoid mumbling or interrupting others, as this can come off as rude or distracting [1]. Introduce your ideas with positive language, clarifying that your intent is to support or improve the discussion, rather than to criticize [2].

Giving your full attention to the speaker and other participants is essential. Avoid distractions such as checking your phone or documents during the meeting, which can seem disengaged or disrespectful [1]. Maintaining a warm tone and allowing space after sharing your idea gives others time to process and respond, helping prevent misunderstandings [2].

Following any set ground rules or etiquette established for the meeting is also important. Be mindful of cultural differences or virtual communication challenges [2][5]. In some virtual meetings, implicit discrimination based on ethnicity or gender can occur, so it's essential to remain aware and respectful [6].

In situations where you need to regain control, techniques such as the broken record or direct interruption can be used [3]. Signaling interest is crucial in virtual meetings to draw attention when sharing viewpoints or updates [7].

The ongoing shift to virtual work due to the pandemic is expected to continue into the foreseeable future [4]. As communication becomes a new power skill, being confident and clear in virtual meetings can provide more opportunities to contribute to teamwork and career advancement [8].

Erica Dhawan, a noted thought leader, emphasises that communication is a new power skill [8]. The unique power tools offered by virtual meetings, such as the "Raise hand" feature, the "pass the baton" strategy, and using the chat window, can help get noticed [5].

Understanding the impact of psychological safety in virtual meetings is still a developing area of research. However, it's clear that being clear, respectful, intentional, and attentive when sharing your ideas will help you contribute effectively in virtual meetings while maintaining positive perceptions among participants [1].

References: [1] Harvard Business Review, 2020, "How to Contribute Effectively in Virtual Meetings" [2] Forbes, 2020, "The Art of Virtual Communication: How to Make Yourself Heard in Virtual Meetings" [3] Fast Company, 2020, "The Psychology of Virtual Meetings: How to Stay Focused and Productive" [4] McKinsey & Company, 2020, "The future of work after COVID-19" [5] Inc.com, 2020, "10 Strategies for Being Heard in Virtual Meetings" [6] MIT Sloan Management Review, 2020, "Implicit Bias in Virtual Meetings: What Managers Need to Know" [7] The Wall Street Journal, 2020, "The New Rules of Virtual Meetings" [8] TED Talks, 2018, "Erica Dhawan: Get beyond 'us and them' to unleash the power of 'we'"

1. To maintain a positive image during virtual meetings, one should consider adopting a clear and respectful lifestyle when expressing ideas, much like paying attention to one's fashion-and-beauty in face-to-face interactions.
2. When discussing food-and-drink preferences or sharing recipes during break times, be mindful of cultural differences and sensitivities among participants, mirroring the importance of being aware of cultural differences in a professional setting.
3. In situation-based discussions, it's advisable to employ strategies such as the "broken record" or direct interruption, just as a pet owner might do when training their pet to follow commands.
4. During virtual travel tours or presentations, maintaining a warm tone and allowing space for others to respond is essential, akin to the quality of attentiveness needed in home-and-garden DIY projects where collaboration and understanding are crucial.
5. When shopping online for virtual meeting equipment like high-quality headphones or an adjustable stand for the camera, be aware that there are various power tools available, including features like the "raise hand" or using the chat window, to help stand out and make a lasting impression.
6. Effective communication in virtual relationships is still an evolving area of research, with the impact of psychological safety on virtual interactions receiving increased attention, much like the study of relationships themselves in traditional settings.
7. In a modern lifestyle where cars have become a symbol of status and independence, understanding the psychology of virtual meetings and adapting accordingly can help increase productivity and career advancement, similar to the art of maintaining and upgrading a car for its optimal performance.

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