Strategies For Clearer Video Meeting Communication

Ever notice how some leaders seem to have a sixth sense for meeting dynamics while others plow through their agenda oblivious to glazed eyes, side conversations, or everyone needing several "bio breaks" over the course of an hour? Research tells us executives consider 67% of virtual meetings failures, and a staggering 92% of employees admit to multitasking during meetings. After facilitating hundreds of in-person, virtual, and hybrid sessions, I've developed my "6 E's Framework" to transform the abstract concept of "reading the room" into concrete skills anyone can master. (This is exactly what I teach leaders and teams who want to dramatically improve their meeting and presentation effectiveness.) Here's what to look for and what to do: 1. Eye Contact: Notice where people are looking (or not looking). Are they making eye contact with you or staring at their devices? Position yourself strategically, be inclusive with your gaze, and respectfully acknowledge what you observe: "I notice several people checking watches, so I'll pick up the pace." 2. Energy: Feel the vibe - is it friendly, tense, distracted? Conduct quick energy check-ins ("On a scale of 1-10, what's your energy right now?"), pivot to more engaging topics when needed, and don't hesitate to amplify your own energy through voice modulation and expressive gestures. 3. Expectations: Regularly check if you're delivering what people expected. Start with clear objectives, check in throughout ("Am I addressing what you hoped we'd cover?"), and make progress visible by acknowledging completed agenda items. 4. Extraneous Activities: What are people doing besides paying attention? Get curious about side conversations without defensiveness: "I see some of you discussing something - I'd love to address those thoughts." Break up presentations with interactive elements like polls or small group discussions. 5. Explicit Feedback: Listen when someone directly tells you "we're confused" or "this is exactly what we needed." Remember, one vocal participant often represents others' unspoken feelings. Thank people for honest feedback and actively solicit input from quieter participants. 6. Engagement: Monitor who's participating and how. Create varied opportunities for people to engage with you, the content, and each other. Proactively invite (but don't force) participation from those less likely to speak up. I've shared my complete framework in the article in the comments below. In my coaching and workshops with executives and teams worldwide, I've seen these skills transform even the most dysfunctional meeting cultures -- and I'd be thrilled to help your company's speakers and meeting leaders, too. What meeting dynamics challenge do you find most difficult to navigate? I'd love to hear your experiences in the comments! #presentationskills #virualmeetings #engagement

Recent work and world events have convinced me that practically everything you say and do as a leader must be thought of as a "media" appearance. It's likely that your video meeting is being recorded for playback. You're in a small box, competing with multi-taskers and so you must heighten your voice, expressions, and body language to convey energy and hold interest. And if you're speaking while sharing your screen, you're in an even smaller box! Think about it: Every audience member is in possession of a video and audio recording device. Almost every meeting is recorded and transcribed. Even if you can't see the device, you should proceed as if you are being audio recorded. So, speak as you were trained to do in media appearances: 👄 Use vocal variety: Vary pace (fast & slow), pitch (high & low), pause, power (volume), placement (where in the body) 👋 Use your hands so they are visible on the screen. Put down your pen and your notes! 👀 Use your eyes and eyebrows to convey emotion. 💬 Speak in short sentences that are easily editable on the periods. 🌍 To the extent possible, provide context in each sentence. 🌉 When answering questions, don't repeat negatives. i.e., Not, "No, we're not disappointed" but rather, "We're very happy that..." And, use bridging language to return to the message you want to deliver. i.e., "Let's go directly to our solution..." 🌟 Use highlighting language, such as, "The most important thing to know is..." and "The real issue is..." 👓 If you are going to read your notes, print on only the top 2/3rds of the page so you are not looking down and losing eye contact with the audience. #leadershipcommunication #presentationskills #mediaskills

I've sold many millions of dollars of services and raised millions of funding on Zoom the last 4 years. Here's how to win at Zoom meetings: - show up 1 minute or more early so you're not the one fumbling around joining after the start time. you're ready to go and in the power position while everyone else is apologizing and turning on their mics and stuff. - position yourself so your head is slightly larger and slightly higher on the screen than the other attendee/s. same psychological impact / power signal of sitting at the big desk with a slightly taller chair while your guest is in the smaller chair in front. - don't use blurred background or virtual backgrounds- they both make you seem less trustworthy- like you might be hiding something - do use a virtual notetaker that records/transcribes the meeting and summarizes it for you so you can be fully present and not worry about taking notes - use an HD camera when possible, and center it on your screen so you can make better "eye contact" with the other attendee/s. humans trust good eye contact, and looking side-eye because of camera position sends a deep "don't trust this person" signal. - create an attractive environment and lighting. Never have a window behind you. Have an attractive/clean background and good warm lighting on your face. - use a quality mic- try to never use your laptop mic. My preference is a podcast-style desk mic aimed right at your mouth just out of the camera shot. If that's not possible due to traveling etc, I will use AirPods Pro or some good headset. - confirm at the beginning of meeting how long you have before you have to stop, and make sure your guest confirms back their time constraints, then ALWAYS stop or at least offer to stop before the time they told you they had to stop. Never violate or disrespect someone's time. If you go long- make sure it's only ever because THEY ASKED you to go longer. - state your exact goal/s for the meeting in the beginning of call and make sure there's agreement, and then recap at the end of call and confirm you achieved the stated goals together. - follow up with an e-mail summary immediately after, with the agreed-upon next steps clearly outlined for quick reference later Anything you'd add to this list?

Project Managers: Are you leveraging the Art of the Pause for better virtual meetings? A strategic pause can be a great method of enhancing understanding and retention in virtual meetings. Here are a few quick take-a-ways: 🛑 Pause after sharing an important point to let it sink in. There's typically a lot of information being shared in meetings, so pausing after the most important points will set them apart. 🛑 Pausing will also allow people to think about what they just heard, run through it in their heads, and think of questions they might have. 🛑 We use periods and paragraphs in our written communication to break up our thoughts and offer a natural place for readers to pause to reflect. Why not do this in our verbal communications too? Pausing is an under-leveraged tool in virtual meetings. Used correctly, it can help ensure your message is fully understood and can significantly improve the clarity and effectiveness of your communication in virtual settings.

93% of communication impact comes from nonverbal cues. In our virtual-first world, your nonverbal signals speak volumes about your leadership. After analyzing hundreds of executive interviews, I've identified 8 nonverbal signals that dramatically impact trust in virtual meetings: 1. Open Palms Visible hand gestures with open palms signal honesty and openness.   ✅ According to anthropological research, showing palms has been a universal trust signal across cultures for millennia. 2. Eye Contact Looking directly at the camera when making key points creates connection.   ✅ Most leaders look at faces on screen instead, missing this critical trust signal. 3. Head Nodding Deliberate nodding while listening demonstrates active engagement. ✅ This small gesture signals respect for others' ideas. 4. Upright Posture Sitting tall with shoulders back conveys confidence and attention. ✅ Poor posture subtly communicates disinterest. 5. Authentic Background A personal yet professional environment signals transparency. ✅ Research suggests artificial backgrounds can create psychological distance. 6. Facial Animation Natural expressions that match your content demonstrate genuine engagement. ✅ Flat expressions create disconnect. 7. Frontal Orientation Facing the camera directly communicates full presence and attention. ✅ Angled positioning suggests divided focus. 8. Mirroring Subtly matching others' pace and tone creates unconscious rapport. ✅ This established psychological principle works even through screens. The most successful leaders don't just focus on what they say. They strategically manage how they appear. Which of these trust signals could you strengthen in your next virtual meeting?