Virtual Meetings: Indicators of Inattention

You're leading a virtual meeting, and you have a nagging feeling that some people aren't paying attention. Let's get real: you're absolutely certain that some people aren't paying attention. You even have some good guesses about who is and who isn't. Here's the really scary part — some of the people who you believe are paying attention actually aren't.

Virtual meetings are complicated. A telephone meeting is different from a videoconference, even though both are virtual. For concreteness, let's say that many of the attendees are connected to the meeting by telephone.

As a meeting lead, knowing who isn't fully attentive is valuable information, because it's important to know when corrective action is required. Relying on a sixth sense isn't good enough. Here are some indicators of inattentiveness.

Uncharacteristic reticence

Absence of comments from people who typically do comment on the topic at hand can indicate inattentiveness. To check this, ask directly, "Scott, what do you think about this?"

Delayed responses

When an attendee is addressed directly, by the meeting lead or by another attendee, a delay before response can indicate inattentiveness. Some people can mentally replay the last few seconds of conversation, and the delay is just the time this takes. Track these delays to detect the pattern.

Introductory word salad

When an attendee is addressed directly, a response consisting of "word salad" for the first few seconds can suggest disorientation. People who use this technique can be tripped up by a simple "Excuse me, what does that mean?" during the salad course.

Key clicking

Because typing can be meeting-related, the meaning of key clicking is ambiguous. If the typist is not known to take notes, inattentiveness is a possible explanation.

Food wrapper crinkling

Unwrapping food Ambient sounds can suggest
attentiveness challenges —
babies crying, dinnerware
clatter, and transportation
sounds are all signs
of troublecan be a noisy operation that can indicate inattentiveness. Eating and attentiveness to the proceedings are not compatible.

Key phrases

Key phrases that could indicate inattentiveness:

• "Would you please repeat that?"
• "Sorry, I had it muted."
• "I'm not sure exactly what you mean. Say more."
• "Pardon me, I just stepped away. What did I miss?"

Ambient sounds

Ambient sounds can suggest attentiveness challenges. Examples: babies crying, dinnerware clatter, other conversations, and transportation sounds (airport, rail, auto, bus). Ambient sounds can indicate that attendees couldn't control their whereabouts at the time of the meeting, or that they planned attendance during a commute or other activity. Investigation is essential.

Biological sounds

The sound of a finishing swallow, mastication, and other activities we cannot mention here indicate problematic behavior. Address the issue privately.

For many connection types, you can't determine the identity of the source. But some connections offer selective muting of individual attendees. If you have that capability, you can flash-mute an individual to determine the sound source. But ask someone else to do it. You don't want to be inattentive yourself.  Top    Next Issue

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More articles on Effective Meetings:

Questioning Questions

In meetings and other workplace discussions, questioning is a common form of conversational contribution. Questions can be expensive, disruptive, and counterproductive. For most exchanges, there is a better way.

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Among the factors that determine the influence of contributions in meetings are the content of the contribution and how it fits into the conversation. Most of the time, we focus too much on content and not enough on fit.

Virtual Trips to Abilene

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Ending Sidebars

We say that a sidebar is underway in a meeting when two or more meeting participants converse without having been recognized by the chair. Sidebars can be helpful, but they can also be disruptive. How can we end sidebars quickly and politely?

Issues-Only Team Meetings

Time spent in regular meetings is productive to the extent that it moves the team closer to its objectives. Because uncovering and clarifying issues is more productive than distributing information or listening to status reports, issues-only team meetings focus energy where it will help most.

See also Effective Meetings and Effective Communication at Work for more related articles.

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