Many of us have adapted to leading or participating in online meetings in the last two years. Traditionally, customs such as handshakes help set the tone for business meetings conducted in person. Contrastingly, building a rapport with online attendees can be a difficult task. I have observed online sessions where the lead has maintained an attentive audience. However, more commonly, attention is quickly lost. Humans interact and bond via three fundamental categories – visual (what we see), auditory (what we hear) and congruency (what we feel). This article provides some scientific tips to use during online meetings to build rapport and maintain the audience’s attention.
Show Your Hands
Hand movements can help us express what we are saying, as well as hold the attention of others. Whether in person or online, this is the same for any interaction. Many of us are guilty of keeping our hands under the table or out of camera view while speaking online. This has the equivalent effect of putting them in our pockets. Allow your hands to be visible and let them aid you in conveying your point.
Tonality
Every one of us uses tonality daily, but many of us misuse it. The tone we set with our voice compliments or detriments the word we say. Volume, speed, clarity and emotion of our words can affect how they are construed by those listening. Tonality is even more important when not in person. In a meeting room, our perception is taken from the location, content, and tone. With one of the components missing, the other two take heavier precedents. Speaking clearly and using an appropriate tone helps to confirm our message to listeners while keeping them captivated. Avoid monotone or inappropriate speech (e.g., shouting/ whispering) that may distract the audience from the message.
Professional Backdrop
If we were to attend a meeting in an office full of rubbish, with documents all over the tables or blinding light entering the room, it would affect the mood and effectiveness of the meeting. It would cause you to think differently about the company or individual hosting the meeting and your mood around the topics being discussed. The same theory applies to online calls. The visual you display while talking in the call carries just as much importance as the words spoken. It can be hard in a busy household, but keeping a clear, professional workspace for calls to portray a professional environment and atmosphere is crucial.
Keep the Camera On
When speaking to someone in person, eye contact is a common way to display interest and that you are listening. With no visual feedback, if someone loses interest or attention from the conversation, there are no immediate warning signs. Whereas with visual feedback, there is accountability. Those listening show respect and real-time updates for those speaking to see if they need to regain people’s attention.
Emphasise the Why
This element is critical. It can be difficult to maintain attention when meeting with others in any location. We have all been present in meetings that resonate as unimportant or irrelevant. Our attention quickly decreases, causing us to switch off mentally. That concentration threshold is lower during an online meeting than in person. People are far more likely to have external distractions while in their house online than in an allocated meeting room. It is essential to explain early and regularly the importance of why they must listen and what the purpose of the meeting is.
Finally - Be Human
Humans do business with humans. Our pitches, meetings and conversations do not need to flow perfectly, and technical issues will happen. People do not take orders or buy from individuals who present perfect pitches; they do from those they like and those that connect with them. Technical issues, background family members, or household noises are all part of working from home and cannot be avoided. Owning them and sharing a laugh through the screen will only aid the rapport you build and maintain through your interactions.
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