Since the pandemic of 2020 we have had this open door to communicate through this medium, which has been very beneficial for our psyche, to connect and hear from our loved ones. Also to be able to continue working as a team from wherever we are.
There is an infinite amount of positive points that this new digital era offers us, which puts us in contact with many advantages, and brings us the power to connect with people in an easier, dynamic and non-interfering way, with the comfort of being in our homes, fulfilling academic or work tasks. It also helps us to get in touch in record time just by turning on the PC, avoiding uncomfortable and time-consuming transfers to get to a place or attend a specific meeting.
The importance of face-to-face meetings
But in all this new communication methodology that we have adopted, we have forgotten how important it is to be able to be in a place in person, since when we communicate, it is not only what is said that counts, i.e. the message that we as speakers give to our interlocutors. But we are also ignoring what people may express bodily, with their gestures or body language.
It is very difficult to have an effective communication if we do not turn on the cameras, since all this contribution is lost in the middle of the meeting.
In addition, in digital meetings, the tone of voice of the speaker and the spaces of silence that a person can contribute in their presentation go unnoticed. These can be misinterpreted by the listener, giving a sense of insecurity of the person presenting the content, or the assumption that they do not have a good internet connection.
Also when we connect digitally, the feedback in communication has a delay which gives us those moments of intrigue, not knowing if they are giving us the necessary attention to understand the content, or if the topic is too boring. Paraphrasing is necessary between interlocutors, as it rewards and feeds the communicative relationship, as well as giving understanding or affirmation of what is being said.
But this topic is purely referred to assertive communication, and I have also mentioned active listening in this process, which is of great help for communication to take place at the time of virtual meetings.
But we have forgotten something essential: What happens to our emotions behind the screens, can we interpret them in the same way and know if a person is angry or sensitive at a certain moment?
The importance of emotions and gestures
It is very clear that from the quadrant captured by a camera we cannot see their whole body, i.e. if the person is with arms or legs crossed, or if they move their leg repeatedly showing impatience. These aspects are not visible when computer cameras are turned on. Much less can we see if people in a meeting do not turn on their cameras, their emotions, insecurities or interests are completely covered up, such as if they roll their eyes in disagreement.
It is very easy to lose the full attention of a member if we do not see their eyes, as we will not have their feedback, as we will not see what gesture they are using to express themselves, and this would indicate whether they are paying attention to us.
It is very common that in a virtual meeting we interpret a high tone of voice as anger, or if it is very low, we interpret it as shyness, whereas in a face-to-face meeting it is the opposite!
When we are in person in the previous example, the speaker must be paused, speak loudly to attract the attention of his audience, and also, pause to give emphasis of importance to what he says or is going to say, and in this way, attract his audience with those spaces of silences, which in a virtual meeting are not evident and go completely unnoticed.
Also when there are many members in a digital meeting, if there are two people who want to speak at the same time, they often cause discomfort to the rest of the listeners. Many comments on these occasions are covered up and some others are not even stated, and therefore not heard.
I am referring to the importance of paying attention to these points, as I often see an infinite number of people who, in a digital meeting, do not say anything either verbally or in writing, and they are there as if they were ghosts who only listen, the connection that is made in person is lost, and the opportunity to ask that silent member a “What do you think?
The messages in the chat are also distorted, as the writing sometimes does not reflect what we want to express, what we write is not the same as what we are trying to say, and that is also where people limit themselves with a “yes or no” in some interventions that are visualised in a chat, without being able to explain their real point of view.
Our body expresses more than what our words say, and in matters of good communication, it is important to be able to reduce as much as possible those factors that interfere in a good conversation. For this it is also necessary to develop empathy with the emotions of those we have in front of us, at that moment, we can realise if the person is anxious, angry, distracted or simply expressing what they feel, great data to negotiate, or simply influence an idea, in certain work issues.
For this reason in this article, I think it is important to highlight this other emotional part, which is no less important, as it is not transparent or evident to the naked eye when we meet, for agreements or contracts to manage. It is simply one more piece of information or tool to take into account, and thus be able to channel conflicting issues within a meeting in an organisation, as well as in family ties.
Tips for organising a digital meeting
Next, and ending this idea, here are some tips to keep in mind if you are an organiser of digital meetings, and thus reduce the gap that separates us from the emotional side, and that is not visible to the naked eye:
- Turn on or ask the audience to turn on the camera so you can see each other’s faces.
- If they are not going to give a presentation, silence everyone until there is a space for questions, doubts or a presentation by another member.
- Allow time for questions and answers.
- Ask questions in the middle of the presentation, in order to interact dynamically with the audience and hold their attention.
- Do not organise long virtual meetings, lasting at most one hour. Mindfulness does not last more than forty to fifty minutes.
- If more time is needed, take a 10-minute break between each presentation period, so that the guests’ attention will not be overwhelmed and they will remember the content provided.
- Look for a secluded place, without interference when presenting in a virtual meeting, as the sounds of the environment interfere with the speech.
- Be clear that you cannot pay attention to something that you cannot hear clearly.
Conclusions
The need to communicate humanely in the digital field is as important as if we were doing it in person, because we are beings who need the attention and support of our peers. Our affective links in digital spaces must meet the same expectations and characteristics as being there, in person, giving us those pleasant sensations that we get when we get together in communities or tribes in person.
