Virtual meetings in our world today are not a new topic. Ever since the Covid-19 pandemic, the use of virtual meetings as a formal work communication tool has continually increased. It is only normal that the use of virtual meetings in the workplace will grow steadily as the years go by.
Virtual platforms like Zoom and Microsoft Teams have only continually expanded ever since the need for virtual meetings increased due to the pandemic.
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What challenges can I expect from virtual meetings?
Unlike the conventional meeting where people gather in a place to discuss issues, virtual meetings are gatherings done over online space. Because of this, most participants tend to stay silent throughout the meeting.
Sometimes, people often stay silent because they give the meeting the same respect as they would a conventional meeting. This is a good work ethic. Some other times, they stay silent because the environment (conditions and circumstances) of the meeting is deeply uncomfortable for them.
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How do I get people to participate more in virtual meetings?
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Reveal your questions ahead of the meeting:
In case it is going to be a meeting where you would be asking the participants for insight into a topic, you would need to let them know ahead of time what the meeting is all about and any questions you will likely ask them. This is so that they can have enough time to prepare something tangible to present at the meeting. You can also include those questions in the meeting agenda.
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Encourage participation with the meeting rules:
Don't shut out or shut down participants when they indicate (by raising their virtual hand) that they have something to say. Create spaces where they can make contributions and develop ideas without any backlash from either the host or the other participants in the meeting.
Don't demand that the participants turn on their cameras during the meeting. You can encourage them to do so, or politely suggest to them to turn it on if they are completely comfortable doing so.
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Use the chat box for any spontaneous questions:
In a case where unplanned or spontaneous questions arise during the meeting, you may leave the questions on the chat box and throw a request for a particular participant to suggest a solution. This approach will be more suitable, especially for those individuals who prefer typing to talking.
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Follow up anytime questions are answered:
After a participant answers a question you throw, follow up on that participant by politely requesting him to elaborate more on his answer, or by pointing out areas that weren’t clear to you and you need further clarification.
Similarly, after ideas have been provided to the questions on the chat box, you can then refer the other participants to the chat box to assess the ideas given, and equally provide their own.
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Avoid shaming participants:
Shaming participants and attendees of the meeting are one sure way to increase their hesitance and reluctance in speaking up during the meeting. Although this would not be your intention, you might unintentionally make some comments which may shame them in a way.
In the meeting, how you call on the participants and address them matters a lot as they will feel more comfortable contributing to the meeting when they know that they wouldn’t be made fun of or downplayed during the meeting.
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Remember the meeting is a conversation:
Never forget that the meeting is a conversation and not an interview. You’re giving room for contributions and ideas and not only blatantly asking questions and demanding feedback.
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Conclusion
People always tend to stay silent during virtual meetings. This can be a good practice, as it indicates attentiveness and is a valid work communication style. In some other cases, it can indicate alarming discomfort.
Loosen up the reluctance of your meeting participants to speak up through SMS. You can use our Bulk SMS feature to send them SMS messages ahead of time for the meeting and stir up their expectations for the meeting and make them contribute their ideas comfortably. Get started using Bulk SMS now.