A lot of us are participating weekly, if not daily, on Zoom calls or online meetings. And I have to admit, I’ve been surprised at the way in which people communicate differently in online platforms versus face to face. I get it, though. We are all just trying to keep our heads (and businesses and families) above water these days. So it’s definitely a time for extra grace and more flexible boundaries.
However, it also seems like a good time to remember (or learn for the first time) some good common practices for communicating in online platforms.
Audio Concerns
One of the biggest frustrations in online communication happens when we can’t hear each other. Sometimes this is due to things beyond on our control like issues with the platform, technology, or internet. But there are some things within our control that we can do to boost our audio.
For starters, everyone on the Zoom call or meeting should agree to mute their microphones when they aren’t talking. This will cut down on the additional background noise. And you’ll be able to hear whomever is speaking more clearly. You might also consider purchasing headphones with a mic or a stand-alone mic. I use this headset with mic from Amazon. It has a good quality microphone for the price. The headphones also do a good job of blocking out background noise.
In addition, if you are working on a WiFi signal that you know might be stretched thin, consider pausing all WiFi devices you aren’t using or making your laptop or cellphone the primary device during your call. That should help to boost your signal and will cut down on those frustrating audio lags and skips which can cause you to miss out on valuable communication.
Visual Concerns
Have you ever thought about the way that your surrounding environment during a call adds to what people think about you? It does. That visual setting becomes part of your communication and image the same way your outfit or your office does. We are quick to form impressions of people based on what we see. Research has proven that we can make accurate and lasting judgements in just 6 seconds. So even if you are sitting there waiting for the meeting to start, others are using the information they can see through your screen to figure out who you are.
You can help manage those impressions by setting up a proper meeting space. Choose your location carefully. Look at the things around you and get rid of anything that is distracting or might send a message that detracts from your image. Make sure to have a good lighting source. Make use of the natural light of a window or put a lamp on the desk where you are working to give you control over the brightness of your video display. These types of minor changes can help others to form a more favorable impression of you.
Good Communication Practices
Finally, use the same good communication practices online that you would use in person. I know it can be tough, because Zoom calls just aren’t the same. Don’t get me wrong, I’m very, very thankful for online platforms these days. But nearly everything is a double-sided coin, right? You take the bad with the good. The bad of Zoom calls is that we are using the most distracting form of technology to connect now.
Our phones and laptops have multiple other distractions: email, social media, games, other work, etc. And while we are using that technology, we fall into our regular patterns of switching back and forth between tasks. But this type of task switching doesn’t actually result in more efficiency. Researchers have found that it actually just makes us more distracted and more prone to errors. And when it comes to online meetings, it can make us appear rude or disinterested. We may think we can get away with accomplishing something else during an online meeting. But as you know, it’s pretty easy to tell when someone is giving his full attention to a meeting or when he is distracted.
Jim Elliot said, “Wherever you are, be all there.” This quote is one I use to guide the way I communicate in all situations. It reminds me to show up. Fully. No matter what. No matter where.
So in the recent necessity for more online communication, I’ve tried to “be all there.” It helps to imagine the person I’m talking to online is directly across the table from me. It’s tough. And it’s not the same. But if we can all treat Zoom calls and meetings with the same care and attention we bring to face-to-face conversations, we’ll have better online communication as a result.
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