# How to maximise your virtual communications for effective team meetings Author: Pal Sinha, Barnali Author URL: https://financedigest.com/author/pal-sinha-barnali Published: 2020-09-30 Category: BUSINESS Category URL: https://financedigest.com/category/business Meta Title: How to Create a Great Virtual Communications Culture Meta Description: Discover key communication skills needed to make virtual meetings truly effective, with advice from leading expert Tony Hughes at Huthwaite International. URL: https://financedigest.com/how-to-maximise-your-virtual-communications-for-effective-team-meetingshtml ![undefined](https://prod.superblogcdn.com/site_cuid_cm5qst7v3003gwirgwqtxn8i8/images/30-4-1736838827266-compressed.jpg) Virtual meetings are now familiar territory. Despite this, many of us are unaware how to make them truly effective. _By **Tony Hughes,** CEO at Huthwaite International leading global provider of sales, negotiation and communication skills development, shares advice on the key skills your team needs to create a great virtual communications culture._ **Understand the purpose** We’re all inundated with video call after video call, whether that’s for [business meetings](https://www.financedigest.com/not-business-as-usual-for-g20-foreign-ministers-meeting-in-bali.html "Not ‘business as usual’ for G20 foreign ministers meeting in Bali") with colleagues or socialising with friends – it’s become a daily occurrence for most. If you had six or seven face-to-face meetings each day, you would quickly become overwhelmed, so consider this when [planning virtual meetings](https://www.financedigest.com/uks-sunak-plans-to-meet-biden-in-g20-summit.html "UK’s Sunak plans to meet Biden in G20 summit") too. Ensure each meeting has a purpose and make it clear to all involved from the start.  For example, is the purpose of the meeting to [think creatively and generate new ideas or is your aim to get focused](https://www.financedigest.com/maximising-the-opportunities-available-from-marketing-technology-and-innovation-focused-thinking.html "Maximising the opportunities available from marketing technology and innovation focused thinking") and make some important decisions in one or two major areas?  Make sure people know what is expected from them in advance. Also, take into consideration who is attending each meeting. We’re all aware that communicating via video can lead to problems when there are too many [people trying to have their say](https://www.financedigest.com/australia-says-it-has-evacuated-26-people-from-afghanistan-in-first-flight.html "Australia says it has evacuated 26 people from Afghanistan in first flight") – so don’t overcomplicate it. On the other hand, you don’t want to create additional meetings to communicate the [points already agreed so think carefully](https://www.financedigest.com/multi-functional-point-of-care-testing-market-growth-analysis-opportunities-trends-developments-and-forecast-to-2028.html "Multi-Functional Point Of Care Testing Market Growth Analysis, Opportunities, Trends, Developments, And Forecast to 2028") about who needs to be involved.   Base your decisions on your meeting invitations around the meeting purpose. **Engage people in a [way that achieves your meeting purpose and manage](https://www.financedigest.com/virtual-assistance-to-pave-the-way-for-pain-management-devices-market.html "Virtual assistance to pave the way for Pain Management Devices Market") your communication airtime** Our [research into communication](https://www.financedigest.com/optical-satellite-communication-market-emerging-trends-to-boost-the-global-revenue-growth-discussed-in-a-new-market-research-report-by-tmr.html "Optical Satellite Communication Market – Emerging Trends to Boost the Global Revenue Growth Discussed in a New Market Research Report by TMR") skills shows that there are three main classes of behaviour important to group interaction in task oriented situations, these are: - **initiating behaviours** – putting forward ideas, concepts, suggestions or courses of action - **reacting behaviours** – putting forward an evaluation of other people’s contributions - **clarifying behaviours** – [exchanging information](https://www.financedigest.com/the-health-information-exchange-market-to-grow-on-a-satisfactory-note.html "The Health Information Exchange Market to grow on a satisfactory note"), facts, opinions for the benefit of the whole meeting. Feedback on the proportions of these behaviours used in meetings can help [groups examine their own behaviour and to assess the need](https://www.financedigest.com/uk-needs-to-make-politically-unpopular-reforms-to-boost-growth-business-group-says.html "UK needs to make politically unpopular reforms to boost growth, business group says") for behaviour change. In [effective group communications](https://www.financedigest.com/tips-for-effective-debt-chasing-communications.html "Tips for effective debt-chasing communications"), all three main behaviour classes are present in a balanced way. A tip to help set a good, cooperative [tone for a virtual meeting and encourage a balance of behaviours is to **s** tart discussions with a non-controversial issue where people aren’t committed to a particular solution so a straight](https://www.financedigest.com/markets-slammed-with-noise-investors-trust-tone-to-set-the-record-straight.html "Markets Slammed With Noise, Investors Trust Tone to Set the Record Straight") forward agreement can be reached, before diving into the more contentious areas of the agenda.   This encourages people to listen to and build on others’ ideas from the beginning, will help set the tone for the rest of meeting and will be a useful precedent to refer to. [Try to structure meetings in a way](https://www.financedigest.com/five-ways-bad-bots-are-trying-to-crack-your-virtual-vaults-by-erez-hasson-strategist-application-security-at-imperva.html "Five Ways Bad Bots Are Trying To Crack Your Virtual Vaults") that means all points are addressed properly and are fully developed before moving on to another issue or suggestion. **Don’t allow discussions to lead to a breakdown in communication** A strong indicator of an effective meeting is how well people respond to one another’s ideas and proposals. When a [creative type meeting is working](https://www.financedigest.com/problems-at-home-impact-employee-creativity-more-than-problems-at-work.html "Problems at home impact employee creativity more than problems at work") well, people react positively or at least constructively, to what others say. When a meeting is ineffective, the opposite occurs and [tensions can rise](https://www.financedigest.com/oil-rises-to-more-than-7-year-high-on-mideast-tensions.html "Oil rises to more than 7-year high on Mideast tensions") leading to a potential communication breakdown which will diminish any successful meeting outcomes. What we might perceive as a negative [attitude can lead to what Huthwaite refer](https://www.financedigest.com/covid-19-impact-on-attitude-and-heading-reference-systems-market-volume-analysis-future-prediction-industry-overview-and-forecast-2028.html "Covid-19 Impact On Attitude and Heading Reference Systems Market | Volume, Analysis, Future Prediction, Industry Overview And Forecast 2028") to as ‘Defend/Attack’ behaviour where opinions are expressed more strongly and more directly which can lead to people feeling exposed and becoming overly defensive. Defend/Attack [usually involves value](https://www.financedigest.com/back-to-basics-for-cost-control-as-the-usual-levers-lose-value.html "Back to basics for cost control as the usual levers lose value") judgements and contains emotional overtones. Avoid these behaviours by responding positively and appropriately and most of all, try to actively listen to what is being said. Really take the time to understand a differing [point of view point and respect their position before jumping](https://www.financedigest.com/traders-ramp-up-bets-on-75-basis-point-ecb-sept-hike-bond-yields-jump.html "Traders ramp up bets on 75 basis-point ECB Sept hike, bond yields jump") in with a response. Listening is [key and our research](https://www.financedigest.com/micronutrient-powders-market-industry-research-segmentation-key-players-analysis-and-forecast-to-2029.html "Micronutrient Powders Market Industry Research, Segmentation, Key Players Analysis and Forecast to 2029") shows it is often what separates skilled communicators from unskilled. Taking the [time to listen will give you time and space to fully](https://www.financedigest.com/is-it-time-for-smes-to-go-fully-cashless.html "Is it time for SMEs to go fully cashless?") consider other opinions.  If you decide you do disagree with what they’re saying, actively listening will leave space around the discussion which [offers the opportunity](https://www.financedigest.com/convenience-offered-by-home-automation-solutions-to-offer-opportunities-for-market-players-iot-has-encouraged-the-demand.html "Convenience Offered by Home Automation Solutions to Offer Opportunities for Market Players; IoT has Encouraged the Demand") to react in a constructive, rather than an emotional manner. **Avoid irritating verbal behaviours** There are a few verbal behaviours that can be instantly harmful to meeting discussions and [apply to meetings both in person](https://www.financedigest.com/questions-to-ask-when-applying-for-a-bad-credit-personal-loan.html "Questions to Ask When Applying for a Bad Credit Personal Loan") and online. Virtual meetings can present multiple [communication barriers such as poor connections and technology](https://www.financedigest.com/how-communication-technology-can-help-relieve-pressure-on-staff-in-the-financial-services-sector.html "How communication technology can help relieve pressure on staff in the financial services sector ") issues, leading to irritation for all parties involved so it’s important not to add further irritation with the words you choose. Declarations that you are being ‘fair’ and ‘reasonable’ when talking to people can cause tension as they can undermine the person you’re speaking to and may cause lasting damage to your relationship. Other phrases, such as telling someone you’re ‘being honest with them’ or ‘that you’re trying to be frank’, can be very misleading.  You don’t intend to imply that weren’t being honest a moment ago but that is the inference you’re allowing by using these kinds of phrases.  [Building a reputation that you are selectively honest is the kiss of death to a productive](https://www.financedigest.com/why-building-new-products-for-a-circular-economy-is-essential-if-we-are-to-preserve-the-earths-finite-resources.html "Why building new products for a circular economy is essential if we are to preserve the Earth’s finite resources") meeting.  Steer clear of this kind of language if you want to keep your reputation intact. **Make sure [meeting standards](https://www.financedigest.com/beijing-meets-state-air-quality-standards-for-first-time-in-2021.html "Beijing meets state air quality standards for first time in 2021") don’t slip and build trust in your virtual environment** If you are hosting a business meeting online [it’s important](https://www.financedigest.com/paternity-leave-and-why-its-important.html "Paternity Leave and Why It’s Important.") that you don’t let your normal meeting standards slip. Try to nominate a meeting manager/chair who can focus on managing the discussion, making sure everyone speaks their turn and that you cover everything that needs to be discussed. Their purpose is to steer and [guide the conversation in a productive](https://www.financedigest.com/bionics-guide-to-product-liability-insurance.html "Bionic’s Guide to Product Liability Insurance") manner. It’s helpful if the chair can clarify the information presented and the [meeting outcomes, especially for long or heated discussions where meeting focus](https://www.financedigest.com/dollar-dips-as-job-openings-fall-fed-meeting-in-focus.html "Dollar dips as job openings fall, Fed meeting in focus") can shift about very easily.  This will ensure everyone is clear about what has been agreed. Arguably, In an online meeting this can be done even more efficiently than in the [real world](https://www.financedigest.com/the-wisdom-of-the-crowd-real-world-users-validate-m-commerce-apps.html "The wisdom of the crowd – ‘real world’ users validate m-commerce apps"). This is due to video conferencing features such as the ability to ‘highlight’ a particular participant when speaking, or sharing links and additional information. So, if you want a meeting to be productive and efficient, use the rich features of the [technology available](https://www.financedigest.com/advertys-multi-patented-and-industry-leading-in-game-viewability-technology-brainimpression-now-available-within-oracle-moat.html "Adverty’s Multi-patented and Industry-leading In-game Viewability Technology BrainImpression™ Now Available Within Oracle Moat") to keep standards high and meetings effective. --- This blog is powered by Superblog. Visit https://superblog.ai to know more. ---