How To Read & Lead A Zoom Room
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When I was an eager college student hoping to succeed in the hospitality industry, the most common piece of advice I received was to build relationships. Through networking and attending educational events, I aimed to engage with as many people as possible to continue growth in my career. I realized pretty quickly that this requires much more skill than simply leaning into my social side. I needed to do my research and be prepared before entering space of potential connections. I had to learn how to read a room in order to effectively build lasting relationships.
Fast forward to 2020 and we all face a new challenge: reading a Zoom room. How do we take non-verbal cues from someone we can only see from the waist up? Can we tell who the decision maker is versus the gatekeeper in a meeting full of “you’re on mute!” and “sorry, can you repeat that” interruptions? Relationships are still key, networking is still important, and (screen) face to (screen) face is still a major part of conducting business. So, what do we do?
First & foremost, preparation is crucial. Communicate to your Zoom attendees that you will be on video and ask that they will be too! This also allows you to manage expectations ahead of time on both ends and establish that you would like to be face to face to ensure a lively and interactive discussion takes place. This can be informal via the calendar invite, agenda, or a reminder message day-of. Nothing is more awkward and defeating than getting on a video presentation call to find everyone is off camera and less engaged than you had planned.
If you are lucky enough to know the audience of your virtual meeting, do your research beforehand. Take note of their current climate and plan conversation points that are relevant and timely to your attendees. My favorite & easiest tip is to “google news” their company. Did they have an event the day before? Do all of your Zoom attendees work together on a regular basis? Consider their titles and current projects and ensure that your planned conversation touches on concepts that they’ll care about and pay attention to. They’ll be a lot more inclined to remain tuned in if they feel like you know them not just as colleagues but as people, too.
Plan to have someone else on your team take notes so you can stay fully focused on your attendees. Taking notes can audibly be very distracting on a virtual interaction (loud mac typers, I am speaking to you!), and also directs your gaze away from the attendees in the meeting. Every smile, wide eyed reaction or distracted look is key to adapting your conversation and keeping them engaged.
Pay attention to who speaks first. Are they introducing the team, are they an influential supportive role, are they the key decision maker, or are they simply the most extroverted of the bunch? You should seek to engage all players strategically, but know whom to and how to address certain questions.
Don’t forget your introverts. Their words often hold more meaning than the well intentioned but often overtaking communicators of the meetings. Direct questions to those unable to get a word in, embrace the “pause,” give all parties space to bring their ideas to the table, and thank them for their insight. This can be as simple as acknowledging that you are going to give a few seconds for any final thoughts before moving onto your next point. If you are sensing someone holding back from sharing their opinion, don’t be afraid to draw them out with a directed, “So Amy, what do YOU think?”
Finally, consider their time. Try to end early when possible to allow them time for a quick break. If your meeting is over an hour, suggest a pause half way through to allow for bio breaks, a moment to grab a bite to eat, or to message someone back. Zoom fatigue is rampant, and the virtual world seems to push the boundary on the value of our time. Communicate your follow ups and do the candid “Zoom Goodbye Waive” to end your meeting.
Lately each day seems to come with a new challenge, but effectively leading a Zoom room is one I believe we can master with a bit of preparation and practice. These types of interactions are here to stay, and it’s our job to continue to build relationships and conduct business regardless of the screen between us. Remember to prepare, to be considerate of all attendees, and continue to meet and we will all come through this better communicators & leaders.
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