Being in crisis management mode can lead even the best-intentioned organizations to fall into biased and exclusionary dynamics. Research shows that when we’re stressed, we often rely on our instincts (which are bound to be biased), rather than making decisions based on standards. So here are a few tips for successfully conducting inclusive videoconferences.
Running a virtual meeting is not the same as running a face-to-face meeting. There are subtleties that are difficult to perceive and that make communication more delicate. For example, women often don’t want to take up too much space, so they’ll often be more succinct in the way they speak. This tendency is exacerbated in videoconferences, where we can’t read our colleagues’ non-verbals, so we don’t know if they’re interested in what we’re saying. It becomes more difficult to know how long to speak, when to stop before letting someone else speak, or when someone else wants to intervene.
So here are a few tips for conducting inclusive videoconferences.
1. Give everyone a moment to test the technique
The startup Buffer has employees all over the world. They were teleworking long before the pandemic. They often hold a rehearsal before the videoconference for all those who will be sharing their screen or speaking. Everyone can then test their WiFi, screen sharing and any audio or video files they might be sharing.
2. Be expressive
Adopt more explicit gestures in videoconferences to compensate for the decrease in non-verbal communication. You’ll feel like you’re exaggerating too much, but the impact will be just right in the end. Smile broadly, nod frankly when you agree, mime applause when you completely agree with the other person.
3. Engage your audience
Ask specific questions of each meeting participant, so that everyone has a chance to express themselves and feel included in the discussion. It’s so easy to feel superficial and “too much” in a meeting with several dozen people, especially virtually. Which brings us to our next point.
4. Make your meetings smaller
In virtual meetings, people can feel detached. They can seem detached and absent. Voices get lost, especially those of people who tend to be more introverted. These problems only increase as the size of meetings increases. If possible, organize smaller meetings.
5. Brainstorm silently in writing
Encouraging people to brainstorm silently, firstly, allows several people to express their ideas at the same time. Instead of hearing and responding to one participant at a time, several voices can be “heard” through this style of written brainstorming. What’s more, because written brainstorming can be carried out anonymously, there is less filtering of ideas and therefore less bias, enabling participants to write their contributions with less fear of judgment.
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