How to Speak on Video in Remote Team Meetings

How we communicate changed overnight. We’re learning how to be present in uncertain times and how to feel connected while social distancing. 

We have to understand video and how it differs from in-person communication. 

Even in organizations spearheading this technology for remote team meetings and communication between satellite offices, hurt feelings and miscommunication happen constantly. Someone in Austin is swiveling in their chair during a remote team meeting and someone else assumes that person is disinterested or doesn't like them when they're really just lost in thought like the rest of us. And this was before coronavirus crisis and social distancing.

I’m an executive communication coach—I've spent a lot of time helping remote teams talk off the cuff via VC (videoconference). I've helped people with extemporaneous speaking on television and on social media. I've talked about how social media is the new public speaking and contributed to an article by the wonderful Rachel Sklar on how video chat is the new public speaking (check it out for tips from some of my favorite leaders on how to show up on video chat).

Video is a microscope for your presence (or inattention). It picks up on every small movement and amplifies it. You may be louder on video than IRL or have no poker face. Video communication requires near hyper-focused attention and physical stillness to indicate you are listening (it's also an amazing technological tool and I'm so grateful we have it right now).

It’s not possible to achieve this all the time right now but we can minimize miscommunication and hurt feelings by understanding how video differs from in-person communication and using it intentionally. The following are best practices and tools to be applied when possible in important moments of spontaneous speaking. Think of it as north-star territory rather than perfection, especially right now.

Talk about talking.

Establish ground rules for remote team meetings ("we will try not to leave the frame unless it’s absolutely necessary", etc.). Your team should decide amongst yourselves how to signal who is speaking next in remote team meetings (raising a hand, unmuting, or using the chat function are all options). Great tips from my colleague Sarah Milstein here. 

Separate content from delivery.

When presenting in a team meeting, prepare by creating bullets and putting them on a note on your desktop. Bold the phrases in each bullet that will cue your recall. The higher the notes are on the screen, the less your eyes have to travel from the camera to read them (video is a microscope!). Own your notes and be deliberate about using them. Minimize other applications open on your computer to avoid confusion when you're presenting.

Focus on how you want to make people feel (instead of looking at yourself).

Articulate for yourself a goal for the meeting or presentation and, if appropriate, say it as your first piece of content to set expectations, align attention, and get everyone on the same page. You can also set an intention, which helps refocus your attention away from watching yourself on that tiny camera and towards your audience—your team! Setting an intention helps you achieve your goal: It is not always rational or logical. If I want my team to understand our goals for the week and act on them, a logical intention may be to instruct, but it doesn’t speak to the emotional undercurrent of what will motivate these specific people. I can make them feel grounded, especially if they have a tendency towards freneticism. I can help them feel supported, especially if they are anxious. I can make them feel galvanized, especially if energy is low. Choosing something that counters the natural tendency of the group or the moment can be helpful. 

Practice presence, not perfection.

You may only be able to be present for a moment: That’s alright. What does being present even mean right now? Most of the time these days, I'm conserving my emotional energy as much as I can. Showing up with presence, even for a moment, is exhausting. Instead of striving for perfection, see presence as a percentage: It'll be tricky to be 100% while we're getting through this challenging time, but I can kick it up a few percentage points in important moments that demand more attention and care.

Over-communicate.

I always advocate for over-communication, but it’s especially important in turbulent times. If someone is presenting and you are typing or looking away, they may assume you are disinterested. Be direct about connection issues, extraneous noises in your environment, taking notes when typing, anticipated interruptions, etc. Prioritizing compassion and clarity helps align attention and intention.

Take up space and time (if you can).

Most of us in New York City apartments don't have much space, but in important moments, choose a chair that helps you feel powerful. When presenting, scoot your chair forward and then lean back. Take up space and time because both help you feel more confident and help you project that confidence—we all need to feel more confident right now. If you have a tendency to rush, slow your rate of speech to counteract it. Pause intentionally, and breathe. If you have to go quickly for time, acknowledge that you are doing so which helps people feel more included and less like they're playing catch-up. When speaking, keep your gaze elevated as much as possible to prevent us from losing your eyes throughout. 

Cultivate stillness.

This is not possible all of the time but in important moments (when speaking or when showing you are listening), make a point of focusing all of your physical attention in the direction of the camera. If you need to fidget, you can do it out of frame. When possible, minimize any device movement (put a laptop on a table versus your lap and only walk with it if you need to). This may be nearly impossible at the present moment (north star!).

Lead with deliberate warmth.

Remember to check-in and create space for everyone to speak. Certain types of personalities may be less likely to speak up on video than others. Create opportunities where everyone can contribute and clearly communicate that their voices are necessary and welcome (and check out Daisy Auger-Dominguez's thoughts on it here).

Finally, and most importantly, mute yourself when you aren't speaking.

What are your biggest challenges with video right now? What are you discovering? How are you connecting in a new way?