Nevada RNformation - March 2011

Page 18 • Nevada RNformation March, April, May 2021
Best Practices for Online Meetings
Bernadette Longo, Ph.D., RN, CNL, FAAN
Virtual meetings are now commonplace.
These online venues present similar challenges for
professional interactions as in-person meetings often
did. Yet now, you cannot hide in the back of the room.
Virtual meetings accentuate the image of you being
a tile on a screen. Everyone knows that nonverbal
communication is extraordinarily powerful. Therefore,
use these meetings for your career growth! Show up
as the person and professional you want to be! Here
are some tips to assist you with being effective and
professional during online meetings.
Preparing for the Meeting
• Get in the mood: reflect on what you may
learn or contribute to the upcoming meeting.
It’s an opportunity for you to be with others and
show your worth. Smile or laugh because this
energy comes into the meeting and positively
affects others.
• Clean up the area around your computer:
organize key documents for the meeting and
use “bullet point” notes. Use a document stand
that is placed at the side of the computer and
elevates your notes. This allows you to see them
without having to glance down or look far away
from the camera.
• Minimize distractions: choose a location that
is quiet and distraction-free.
• Check the lighting: Have enough light that you
have a natural skin tone and can be clearly seen
(avoid bright lights or facial shadows). Turn off
any overhead lighting. Face a window for natural
light during day meetings (pull down the shade
if too bright). Use light from well above eye level
and a smaller secondary light from behind and
above you (or light reflecting off the ceiling).
This lighting highlights your hair and eliminates
shadows.
• Turn-off or mute your cell phone. If you have
a weak internet connection, turn off the Wi-Fi to
your cell phone.
• Do a sound-check: rooms with high ceilings
can have an echo. Turn off or avoid noisy
appliances and heater or AC vents. You may
need to use a headset with a microphone.
• Check your background: tailor your
background based on the type of meeting and
audience.
o
o
Set the mood. Avoid visual clutter and
ensure your background does not have any
embarrassing details.
If using Zoom, consider using a virtual
background that is pleasant and nondistracting.
• Position the camera face on. Elevate the
computer as needed to a face level by raising the
laptop (use books or boxes).
• Check your appearance: style your look based
on the type of meeting and audience. Dressing
up helps you get into a professional mood.
o Hair & Makeup: Comb your hair to avoid
flyaway strands. The camera tends to wash
out facial color. Use facial moisturizer to
accent a skin glow. If you choose to wear
makeup - keep it simple with basic mascara,
light blush, and concealer. Light-shaded
lipstick is best. Avoid heavy eye makeup.
o Clothes & Jewelry: If it is an interview, dress
as you would in person. The same goes for
dress in your workplace. Wear long sleeve
tops or blazers that are solid in color. Keep
jewelry simple and classic.
• Set up name/photo: If you have Zoom, set up
your “name” in a professional manner (Name,
RN…). Set up a professional photo of yourself
in the system because it appears when you first
join the meeting.
Joining the Meeting
• Be on time: within 3 to 5 minutes early.
• Smile, unmute and announce or introduce
yourself. Then mute yourself but keep your
camera on.
• If you are the Leader: Join ahead of time.
Verbally greet each person who enters with a
smile (large meetings: welcome as you can).
Quickly review the purpose of the meeting & the
agenda. Be a role model!
During the Meeting
Be Attentive & Participate
• Keep your camera on through the entire
meeting but mute your voice.
• Establish a focal point on the screen near
the camera. Look and speak directly towards this
area. It is natural to want to look at the speaker
or yourself on the screen, but this creates
the appearance of avoiding eye-contact and
disinterest.
• Maintain erect posture. Sit in a straight
chair is best and leaning slightly forward when
speaking helps you project better. Consider
standing for the meeting. This supports your
cardiovascular health!
• Raise your hand to contribute. In small
meetings, you can raise your hand on the screen
at appropriate pauses. In larger meetings,
select Raise your Hand in the meeting controls.
Everyone in the meeting will see that you have
your hand up. Sometimes you may need to use
the chat feature and communicate to the leader
that you have something to add.
• Participate & monitor your Speaking
Style. Speak clearly and not too fast. If you are
nervous, intentionally speak slower until you
relax. Use vocal intonations and a pleasant tone.
• Be kind and considerate: thoughtfully choose
your tone, words, input, and feedback.
• Avoid getting up and leaving. If necessary,
turn off your camera. Be brief.
• Give technology feedback: If malfunctions
with technology occur (e.g., poor connections,
muted but trying to speak), let the person know
and have them repeat their question or assist
them in resolving the issue.
Be Intentional with your Non-verbal Communication
• Smile genuinely: a smile complements the
words spoken and reflects your attitude.
• Nod as you are listening: nodding serves to
reinforce what is being said and is one of the
most universal cultural gestures.
• Use your hands to express when speaking:
when you use your hands, your face lights up
and your voice has energy. Keep your gestures
below your shoulders and away from your face.
• Avoid crossing your arms when listening;
instead, place one arm on the table or both at
your side, or fold your arms on your lap.
• Avoid leaning back or rocking back and forth
in a chair; it communicates that you are bored.
• Avoid multi-tasking; same as in an in-person
meeting.
• Turning off your camera is unprofessional
and rude to the leader and those who are
contributing. Besides, it communicates that you
may not even still be listening. If your internet
connection is weak and problematic, turn off
your camera and send a chat message to the
leader indicating the problem.
• It’s OK to laugh and enjoy. Virtual meetings
are a time to connect with others and are
important for your mental health.
Ending the Meeting
• Wave your hand to say goodbye! Say thank you.
• If you are the leader: Summarize the key
points, state any follow-up tasks, and especially
thank everyone for attending and contributing.
Learning & Growing
• Reflect by asking: How was I perceived in
the meeting? Could I have done something
differently? Were people interested and
attentive to what I said? Did I listen well to
others? Should I follow-up on anything or with
anyone?
• Be kind and honest to yourself. Having an
intention to be the person you want to be is the
most important step. Stay on the journey!