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:
- Working Lunches
- To save time, or to find a time everyone has free, we sometimes meet during lunch. It seems like a good
idea, but there are some hidden costs.
- Our Last Meeting Together
- You can find lots of tips for making meetings more effective — many at my own Web site. Most are
directed toward the chair, or the facilitator if you have one. Here are some suggestions for everybody.
- Untangling Tangled Threads
- In energetic discussions, topics and subtopics get intertwined. The tangles can be frustrating. Here's
a collection of techniques for minimizing tangles in complex discussions.
- When the Chair Is a Bully: I
- Most meetings have Chairs or "leads." Although the expression that the Chair "owns"
the meeting is usually innocent shorthand, some Chairs actually believe that they own the meeting. This
view is almost entirely destructive. What are the consequences of this attitude, and what can we do about it?
- Start the Meeting with a Check-In
- Check-ins give meeting attendees a chance to express satisfaction or surface concerns about how things
are going. They're a valuable aid to groups that want to stay on course, or get back on course when needed.
Forthcoming issues of Point Lookout
- Coming July 25: Exploiting Functional Fixedness: II
- A cognitive bias called functional fixedness causes difficulty in recognizing new uses for familiar things. It also makes for difficulty in recognizing devious uses of everyday behaviors. Here's Part II of a catalog of deviousness based on functional fixedness. Available here and by RSS on July 25.
- And on August 1: Strategies of Verbal Abusers
- Verbal abuse at work has special properties, because it takes place in an environment in which verbal abuse is supposedly proscribed. Yet verbal abuse does happen at work. Here are three strategies abusers rely on to avoid disciplinary action. Available here and by RSS on August 1.
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- The Power Affect: How We Express Our Personal Power
- Many people who possess real organizational power have a characteristic demeanor. It's the way they project their presence. I call this the power affect. Some people — call them power pretenders — adopt the power affect well before they attain significant organizational power. Unfortunately for their colleagues, and for their organizations, power pretenders can attain organizational power out of proportion to their merit or abilities. Understanding the power affect is therefore important for anyone who aims to attain power, or anyone who works with power pretenders. Read more about this program.