cancel
Showing results for 
Search instead for 
Did you mean: 
Create Post

Writing Challenge Day 14: Am I on Mute? Being Heard While Remote.

Level 9

I’ve had jobs where I’ve been mostly in-person, mostly remote, and somewhere in-between. But I was still unprepared for 2020. In the past, I’ve relied being in-person to get the visibility I need at work. Since that’s not an option right now, and as someone often labeled as “soft-spoken,” I’ve had to make some changes this year. So here are some thoughts with the usual disclaimer that I know they won’t apply, won’t work for everyone.

Be There, Speak Up

It’s easy to fly under the radar—intentionally or not—when everyone is remote. But there’s a risk absence doesn’t always make the heart grow fonder but can make people wonder what you’re doing all day. Personally, I’m an introvert, and I don’t like to speak up unless I’m sure I’ll add value. I’ve pushed myself to pipe up more often, so people remember who I am and what I do. On the other side, I like to make sure I acknowledge everyone if I’m leading the meeting to break the ice.

What not to do: I got a note from my son’s teacher kindly asking if I could un-install the voice-changer on his system he was using to add some “excitement” to his class’s Zoom calls. You don’t want to stand out in the wrong way.

Use Video

I know, I know…I sometimes dread turning on video, but I highly recommend doing so. Pre-pandemic, my co-workers who worked remotely and had the most career success always used video. There is something about putting a face to a voice that amplifies collaboration and makes you seem more present. It’s also helpful when people can tell you right away that you’re still on mute because they can see your lips moving! So, turn that video on if your bandwidth can handle it. If you get distracted by seeing yourself, turn the self-view off.

Beware: A downside of turning off the self-view on video is you can’t see what’s happening behind you. One day I screamed in terror during a big meeting when my 13-year-old came in and gave me a hug. Unfortunately, I was not on mute.

Not More Meetings, But More Conversations

I was 100% in-office when all of a sudden I was 100% remote back in March of this year. Initially, I had meetings almost every minute of my workday. By now, I have a lot better balance. I still have plenty of meetings, but I look for opportunities to ping over chat to ask if I can call for a quick conversation. I also get some extra 1x1 time.

But consider this: It’s fine to take care of business over chat as well to skip both the meeting and the call, especially if your typing is better than mine.

Schedule Fun Time, Too

In normal times, we’d have plenty of opportunity for casual conversations, be it traveling to see each other in-person or generally meeting up for fun. We can still do that, just differently. The key is the same as normal times, variety—video watch parties, gaming sessions, virtual happy hours, or book clubs. One thing isn’t going to work for everyone. Don’t overlook this stuff. The good news is you can include people from other offices and locations more easily.

I’m interested learning your tips and tricks as well, so comment below if something worked or didn’t for you and your team to be present and heard in these chaotic times.

21 Comments
Level 14

@kwalker awesome examples. Personally, had zoom been a thing when I was in school the voice changer would definitely been used by me! 

It is really an art form when you can insert yourself deftly into a conversation online, easier with video because you can see people and read the room. 

Tips and tricks

1. I mute myself because I am usually typing during a meeting... nobody wants to hear that!

2. when on camera .... watch the back lighting. I was on a call in my family room (basement) and the light from the basement window caused a senior exec to comment that I had a halo about my head... ( I had a good laugh along with about 20 others)....

3. If you are the organizer of the meeting..... start early and terminate quickly to avoid the "hot mike" syndrome!

Level 9

Be present on the call, it's to easy to be doing multiple things at once and miss the content of the meeting or be asked a question and be caught not paying attention. 

Level 9

@gfsutherland good points!  The backlighting comment reminds me of a coworker who worked in front of a very bright window, so it always felt a little like speaking to an anonymous informant.  

Level 9

@mlotter you're so right about being present.  I find that being on video helps me stay accountable with that most times, but my home office does have more distractions (like my dog!) than work for sure.  

Level 10

@kwalker I certainly understand your transition - this is the first time I've been "fully remote" for work. I love the considerations you offered to be more impactful and successful, over digital channels. 

As I was so used to being able to walk over and collaborate with colleagues, as you mentioned setting aside time for "conversations not meetings" has been critical. I've found that making this time forces you to be more intentional with your conversation but gives you an outlet to still balance work/personal interactions with your coworkers.

I am an extrovert, so I've had to relearn how I contribute on video calls and heighten my listening skills 😆 ... which has been a great way to sharpen how I actively listen paired with meaningful responses. This transition to remote work has actually reminded me of some of the "personality tests" I've done in previous settings, as it relates to DiSC profiles and Enneagrams. Having done some of these trainings and tests previously, both for work and for fun, I'm more aware of how I operate + communicate. It has also helped me keep an eye and ear out for how those around me do the same. While I generally find this stuff to be fascinating, it's also been really helpful for me in collaborative settings.

Side note -if you haven't, I definitely recommend taking the Enneagram test...it is so insightful and fun. I continue to learn things about how I'm wired.

Thanks for sharing your tips + tricks - these are great examples!!

Level 14

I might add one more thing......  Less is more...more is less...

The quality of the meeting increases when the number of attendees decreases!!!!!

(casual observation confirmed by an experience this morning....)

Level 11

Great write up. Unfortunately my internet at home has sucked since everyone started working from home. Nights and weekends are great but during the day, forget about it. I have been videoless on video calls since about April when I fought all of March with it. I am excited though in a few days COX is having an outage so fingers crossed it will get better. It is important to be on camera and present. 

Level 9

@lbeavs I will definitely check out the Enneagram test.  I find that type of work very interesting in getting more insight into myself and others.  

Level 9

@EBeach Bandwidth constraints are the worst.  I have my husband/IT guy and three virtual learners home with me as well.  There are certain times of day the video has to go off so I can at least be heard on the call.  Hope it gets better soon.    

Level 11

Nice write-up, @kwalker . I avoid the 'someone coming up behind' issue by either sitting with my back to a wall or by having the door closed and using that I live in a 93 year-old home that doesn't allow anyone to creep up on anyone unannounced.

Regarding being heard and in mind, I spend about half my time in-office and keep in touch with my colleagues who aren't in the same days I am via frequent emails and conference calls. When I'm in-office, I'm the only one of my team, so my visibility gets enhanced by the current situation, whether I like it or not.

MVP
MVP

It is strange how I have ended up spending way more time on Teams, webex and many other platform for meetings than I ever spent in meetings of any kind when in the office. Is this due to the need to schedule meetings, as you can't just 'pop by' for a chat. I haven't quite worked it out yet, but reducing the number of calls and meetings I get drawn in to is something I must improve, as it is affecting my true work output.

Honestly.   You should give those on the call your full attention.   I spend 6 to 8 hours a day in meetings but I do schedule time in my week around this so I can actually get things done.   I try not to multi task too much, but I also let others know when I can not pay attention.

Level 11

Sound advice, but everyone could do less meetings.  We don't need to have a "meeting" about the meeting.  It's frustrating, and no-one gains anything;.  PMs are the worst for needless meetings.

Level 8

@kwalker

You bring up some good points about virtual meetings.  One thing I have noticed in my organization is that we actually have more participation with virtual meetings (or at least one in particular).  I participate in a weekly meeting to discuss upcoming changes.  Before COVID, the meeting would be held in a conference room with a virtual audio interface for those that could not make the meeting.  There would be between 8-12 people in attendance with 2-3 on the audio call.  Since COVID, the meeting has gone entirely virtual with attendance being between 25-30 people attending virtually.  I believe that this has lead to better understanding in the organization about our upcoming changes and has lead to some great discussions on the impact of these changes.

Thanks for a great article.

Don

Level 11

I don't think I have more meetings but I think our meetings are longer.  I believe we now discuss more things during meetings than we did in the office because when we all worked together it was easier to talk about things while walking to and from meetings or whenever.  I tend to be someone that will give someone a quick call rather then an email or text when a discussion is needed.  I find many people don't do that.  That may be a lost art, but I find it more personal, friendly and efficient.  A lot of times I will find out things that I wouldn't otherwise.

Level 8

I feel like I've learned more and installed more conferencing software applications than actual technology applications this year. Every vendor has their preferred and even internally, depending on who you work with could use skype or teams. Each has their quirks and you have to be present in order to make sure you're in the meeting and involved.

If i had a nickel for every time I heard "Oh sorry, I was on mute" since last march, we could fund an enterprise license!

MVP
MVP

Nice write up @kwalker 

I love board rooms, use a white board , meet up with people, get things done on the fly, no delay or latency lol 

Things are much more worse to me these days, you are always on remote meetings, different sounds popping up over meetings, wouldnt blame anyone since everyone is working from home and it does happen and its quite expected.

All of a sudden there is a blip in your network and this happens when its your turn to talk lol going going gone boom 🙂

It always takes a while when your lifez upside down and now i am getting adjusted to this. 

Video calls, more conversations, T time over a call with your colleagues and more .................. 🙂

I'm on board 100% with all of the above comments, and will simply contribute that telecommuting from my rural area that has low bandwidth availability became MUCH improved when my two teens moved out of the house.  

It seems they feel full-time audio AND video streaming of entertainment media is necessary to living a normal and fulfilled life.  

It's enough to make an old-timer like me start talking "old-people-speak" ("When I was your age . . . ").  That's nearly a guaranty of creating a sullen and resentful lecture instead of a useful and helpful conversation.

That's when being a Network Analyst helped.  I was able to show them graphs of our bandwidth, broken down by each computer (thank you, NTA!), and identifying destination sites each was hitting.  Once they understood better how much bandwidth was available, and compared it to how much they were consuming for entertainment, versus how much my wife and I needed to do work to pay the bills, both kids moved to CD's & DVD's instead of streaming.  They regretted not being the same as (or ahead of ) many of their peers, but were completely willing to change to accommodate getting food on the table and gasoline in the cars.

Making a situation pertinent and relatable to their situation was the key to having them voluntarily adjust their bandwidth consumption during business hours.

 

Swift packets, All!

 

Rick Schroeder

In the Little Red House

In the Saginaw Wood

Level 9

@rschroeder - I love how you were able to use the data to get to a solution!    

Video on definitely. As much as possible I try to have a different virtual background on for each day/meeting. It is an ice breaker to get the conversation going. I use something that is of interest to me and try to make it inoffensive. The green screen also helps eliminate the background clutter that is my office. Folks don't have the visual distraction of wall hangings, books, papers, people walking past in the hall.

 

To continue the conversation that @lbeavs brought up, over my career I have taken a bunch of personality classification tests to get profiled. The range from communication types to leadership styles, from the vary specific to the very broad. The one thing I took away from that is no matter what the profile says today about you it will be different at different times in your life. The prime example for me was the DiSC profiles I have had assigned over the years. You answer a series of questions [way shorter than the Minnesota Mutliphasic Personality Inventory (MMPI)] and you end up with a profile which ranks the 4 types. I then participated in the group exercises to demonstrate ways to communicate better with others in different profile types. Over time my profiles have varied because I have grown or the environment I am in brings out different personality traits. The point I am making is that taking any test once should not be seen as "the way you are and always will be."

  • People with D personalities tend to be confident and place an emphasis on accomplishing bottom-line results.
  • People with i personalities tend to be more open and place an emphasis on relationships and influencing or persuading others.
  • People with S personalities tend to be dependable and place the emphasis on cooperation and sincerity.
  • People with C personalities tend to place the emphasis on quality, accuracy, expertise, and competency.
Level 13

Luckily, I have no problem making myself heard. I would never be described as "soft spoken". Generally, I only speak when I feel I have something to contribute to a conversation, though. There are times when I don't say anything in a meeting - those are times I spend taking notes and listening to others (sometimes this spawns new ideas), and there are times when I spend a good amount of time talking. My challenge to myself is always ensuring that I have something worthwhile to contribute in meetings, and otherwise I am happy to contribute (worthwhile or otherwise) to regular fun chatter. I agree that video helps so much - I love watching expressions during video calls and always pay attention to others videos while I am talking. I try to make sure I give others a chance to speak if it looks like they want to say something but not interrupt, for instance. Converse to that, when I have to take off a video call early for some reason - I can just wave and drop a note in chat.