Kaycee Wright
August 23, 2021
Newsletter Article
By Kaycee Wright, Agriculture Future of America
Communication is ever evolving and effective communication is critical for collaboration, productivity and engagement. As we spend more time in squares on screens, we are likely spending less time learning how to effectively communicate. Virtual communication is inescapable in today’s world, so it is vital to make the most of online conversations.
Charlene Finck, President of Farm Journal, and Jan Hargrave, Body Language Expert, discuss the impacts of what we say and how we say it in virtual settings. Finck, who has a long-standing career in communications, shares insight and perspectives on effective verbal communication. Hargrave, the nation’s leading behavioral authority and body language expert, provides a look into the impacts of nonverbal communication.
Q: What are the most important factors when communicating virtually?
Finck: The environment you are joining the virtual conversation from is important. Lighting, audio and a space clear from distractions can make or break a virtual conversation. You want whoever you are meeting with to see and hear you clearly.
Hargrave: You want to make a connection immediately. In a virtual conversation, everything is magnified. Just like you make a connection when you are meeting in person, you can also do it during virtual conversations by using nonverbal gestures. Looking directly at the camera while speaking is a great way to make someone feel as though you are in the room with them and creates a deeper connection instantly. You can also nod your head as they speak to show that you are actively listening.
Q: How do you speak in a way that captures the audience while presenting and what are some ways to make virtual communication more engaging?
Finck: You should prepare yourself in the exact same way you would if you were speaking or presenting in person, and make sure you have an idea of what you want to say. The guidance I give myself is to always interject some fun. Somewhere at the beginning of your remarks, have something that engages the audience and gets them bought into listening. Add something interesting they might not know, even if it is on a serious topic. I like to think of it as spicing up the content. If it’s with an audience you know, it’s great to call on someone in the group with a question or just to let them know you are glad to see them. Personalizing your presentation helps invest the entire group in what is being presented to them.
Hargrave: Find commonalities. If you are meeting in a group or with an individual, ask a few basic questions to find common ground. Whether it’s a question about an interest they might have or what area they live in, find something you can relate to in order to make them more comfortable and engage them in what you are saying.
Q: How do we use our voice and body language to make a virtual conversation feel as though we are sitting face-to-face?
Hargrave: One of the easiest things you can do is mirror their actions and words. Using the same terms to describe something as the person you are conversing with makes them feel as though you are easier to relate to. You can also use body language in the same way. If you notice that whoever you are meeting with often uses their hands while speaking, you can do the same as you explain something. It’s also important to make as much eye contact as possible. I teach people to look directly at the camera while others are talking but when someone else is speaking, it’s perfectly okay to look at the screen to watch them talk. This allows you to read their body language and pick up on things they are implying without words.
Q: When collaborating with a team in a virtual setting, why is it important to be an engaged and effective communicator? How does this differ from in-person collaboration?
Finck: Generally, for any collaboration, whether virtual or in-person, I think it’s great to have an agenda with the mission and goals are while meeting together. It’s also important to have any materials that are relevant in a shared space prior to the meeting to help make the collaboration more productive. This allows coworkers and collaborators to have questions readily available during times of discussion. As we continue to work in virtual platforms, we become more comfortable and productive as engaged and effective communicators.
Q: Body language is often helpful in giving feedback and appropriate critique. How do you effectively communicate feedback in a virtual setting where body language is hard to read?
Finck: Be straightforward but in a respectful way. I try to concentrate on having measured words and a moderate tone when I am giving a review or a critique. If you are being harsh, angry or unkind, the audience shuts down. A critique shouldn’t be an emotional conversation — it should be something that is respectful, pragmatic and focused. I never start a review or critique without having written down exactly what I wanted to cover or say. I also always give the audience or individual time to discuss or ask questions on what has been brought to the table so that it can turn into a working session, which is very healthy.
Hargrave: It’s very important to remember that body language differs from culture to culture and from gender to gender. Men communicate with their gestures away from their bodies, while women usually communicate with gestures toward their bodies. In a virtual setting, giving feedback can come across as less harsh with gestures that come toward the body, palms that are facing up and eyes that have a calm expression. Even on video calls, it’s important to show your hands every now and then. The hands and eyes are like windows into a person’s emotions.
Q: When meeting virtually, how do you make the most out of an individual's or team's time?
Finck: Bring joy to the conversation. Be mindful that you may be looking at a computer, but there is a real human on the other end. It’s so important people see people that are happy.
Hargrave: Research is saying that since the pandemic started, it takes two weeks of virtual calls to feel as socially grounded compared to the feeling one handshake used to give us. But, with a little training in nonverbal communication, you can feel that connection in one or two virtual meetings.
To learn more about Agriculture Future of America, visit www.agfuture.org.
