Their camera isn't actually broken
The absence of faces in online meetings presents a distinct hurdle to effective communication and engagement. 1
Why it matters
- Cameras on in meetings improves attention and enhances learning and social experiences.
- Effective collaboration and problem solving needs to be specifically addressed in remote work environments, it doesn’t always happen naturally.
Take action
- Not all meetings need camera on, but for the ones that do, set expectations up front
- Give all attendees a role, they should know why they’re there
- Make the purpose of the meeting clear, know what are you trying to achieve
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Learn more
Anyone who’s led a virtual meeting knows the feeling. You’re speaking to a silent wall of camera-off profile photos and you begin to wonder if your connection has dropped out. Is anyone listening? Are they disengaged, disinterested or even hostile? The choice to leave their camera off may be influenced by various factors such as privacy concerns, bandwidth issues or self-consciousness or even just the distraction of looking at their own image.
“I am Narcissus and my little zoom square is my lake.”
--@somfeelingood on tumblr
Setting expectations up front, before the meeting gets started, can help you to get the most out of virtual meetings while still respecting the concerns of your team.
Prepare for the meeting
How you approach facilitating a meeting depends on the type of meeting. Is the meeting low stakes? With no interaction or agreement required, an easy one-way presentation on a routine topic to share information. Or is it high stakes? Where the purpose is to problem solve and negotiate or to build rapport and trust. Remember that surprises can sometimes turn low stakes meetings into high stakes meetings.
In the meeting invite, set out the:
- purpose of the meeting,
- the expectations for attendees, and
- the rules of engagement.
If you would like people to turn their cameras on in the meeting, make sure that expectation is clear up front. Providing pre-meeting tasks or materials can also help stimulate participation by encouraging team members to prepare and come ready to engage with the agenda topics. By delegating tasks such as leading discussions, taking notes or presenting updates, individuals are given a specific purpose and incentive to actively contribute during the meeting.
In the meeting
Set expectations up front “This is a meeting about x” “At the end we are aiming to have achieved x”, “we want everyone’s input”. If more introverted team members aren’t speaking up, help break the silence and encourage contributions using round-robin techniques to give everyone an opportunity to share their thoughts or providing additional time for reflection before discussions.
Keep in mind
It’s important to demonstrate empathy and understanding towards individual preferences and circumstances. This means recognising that each team member has unique needs and challenges, and adjusting communication strategies accordingly. People from diverse backgrounds may be tired of being judged for their appearance. Cameras on can be a significant ask for these people and giving them an exception can single them out. If you have a level of trust and rapport with your team then cameras off can work perfectly well. Is there a way you can accommodate the needs of people who do not feel comfortable with cameras on?
By empowering team members to actively contribute and fostering a culture of inclusivity and collaboration, leaders can unlock the full potential of remote meetings, driving productivity, innovation, and team cohesion in the digital workspace.
Go Deeper
- Why should I switch on my camera? Developing the cognitive skills of compassionate communications for online group/teamwork management. Jayasundara, Gilbert, Kersten, and Meng. 2023.
