Why effective communication is an essential skill in today’s changing virtual workplace

First, I must start this off by saying that I am not your ordinary policy administrator, and if you are expecting a how-to-write policies blog entry, I must tell you I really tried. As I sit down and put pen to paper on essential ‘what do to when your policy goes wrong’ or ‘writing the perfect EDI statement,’ I find that I get writer’s block. Maybe because I do this every day—and more so because of the multifarious interests and activities in which I have immersed myself over the years—that I want to write about other skills needed in our ever-changing positions that heighten and brighten our roles.

The COVID-19 pandemic has presented many with a unique opportunity to reinvent our workplace. For most organizations, the future involves a blend of remote and on-site work. This impact throws us policy administrators into presenting and meeting online, where normally we work behind the scenes. Even with my years as a Toastmaster, I still find that the new challenges of hybrid workplace models and endless virtual meetings has presented new trials and experiments and that my speaking skills are put to the test at every meeting.

Have you been asked to present ‘off the cuff’ in a meeting, or forced into the limelight now that you are virtual? Have you been in a meeting where you were on mute (but kept talkin’), where a pet took over, or your presentation online just didn’t go as planned? In a recent meeting, I witnessed a Zoom gone wrong for several reasons. A professional team uhm’d and ah’d their way through a meeting, coupled with some beard picking and the awkward ‘hot potato’ answer that made the meeting seem to go on forever. “I’m sorry, you go.” “no sorry..I…” Well,” …. 5 voices speak at once … then suddenly ‘crickets”. I think it would have added that spark to the meeting if a pet were to take over the screen, but it didn’t happen.

When you present virtually, there are more nuances to showing a polished professional presence—a manner that reflects poise and professionalism, confidence, and capability. Your presentation is all ready to go, but you aren’t. During this time when virtual meetings and online conferences have become the norm rather than the exception, those nuances are worth exploring. While its valuable to work within the parameters of our jobs, speaking and communication skills are essential and sometimes a forgotten art. Here are a few simple reminders:

1. Imagine your audience and know your audience. Get to know who is in the meeting or call and if you don’t know who they are, then imagine you have a friend in the call and talk to them. I will elevate your presence and knowing your audience is essential to a professional image.

2. Watch your background. What can people see behind you? Unmade bed? Not so great. Walk around your office or house and find a pleasant, not too distracting background or put a background on.

3. Adjust your lighting. The light source should come from in front of you. Avoid backlighting – which can make you look like a scary silhouette.

4. Raise your computer. The most flattering angle for the camera to capture your face is from the same level or a little above your face

5. Dress the part. Even though participants can usually only see you from the shoulders up, wear something that looks great on you from head to toe, the better your posture will be and the better you’ll feel, in general. When you feel better, you’re a more relaxed and a more confident presenter.

6. Watch your eyes. When you’re looking at the little black dot (the camera) at the top of your computer screen, your audience will feel like you’re looking at them. If you need to look elsewhere – like on your computer or on your actual desk to refer to your materials, that’s fine. Just make sure that every so often you look at the camera.

7. Watch your hands. Remember that your hands and gestures, playing with your outfit and your hair or beard is very distracting and no matter whether you are in front of an audience or on a video call, be aware of your ‘presenters ticks’ that turn your audience off. If you must scratch, turn off your video.

8. Be Ready. If you are asked an impromptu question and don’t have the answer, defer it by saying “that is a great question, how about I find the answer for the committee and circulate after the meeting or later in the meeting” or “repeat the question, if I understand you correctly… (while doing that you can find your answer). Be honest, if you missed the question, say I’m sorry could you repeat that question and don’t forget to let the moderator know when you have stepped away.

Be patient with yourself and your fellow presenters and learn more about cross-cultural communication skills. There is a great article on Avoiding Cross-Cultural Faux Pas that may help you avoid unintended or embarrassing mistakes with team members from different countries.

Learn to create your own opportunities, attend a workshop, or join a Toastmasters Club to hone your skills even further. Speaking in front of audiences (in person or virtual) is not for everyone, which is why it is essential that you broaden your horizons and take your talent to the next level. You and your future Zoom audience will be glad you did!