Michael Piperno

Virtual Meeting Preparation Tips

Make Your Virtual Meetings Matter

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Good meetings are planned well, and then facilitated in a way that makes them productive. Here are some tips for running effective virtual meetings and, more importantly, making them matter to your team.

Have a Clear Purpose and an Agenda

Be sure the reason for the meeting is clear to you. Then, communicate it out to the invitees beforehand. This way they can come to the table ready to contribute appropriately.

I use this list of potential goals when planning a meeting, which I got from a podcast featuring Mamie Kanfer Stewart. If the goal doesn’t fit into one of these six categories, then I likely don’t really need a meeting:

  1. Connect
  2. Align
  3. Decide
  4. Ideate/brainstorm
  5. Plan
  6. Produce

Set Ground Rules

Conducting meetings remotely isn’t always easy. In fact, it can be quite painful, for hosts and attendees alike. The technology doesn’t always work as well as it should, and the many distractions your team has in the remote setting can be numerous (and beyond your control). When I host virtual meetings, I make sure I set some ground rules right at the start. Here’s my list of possible requests from the group (I may use one or more of these depending on who is invited, and the number of people on the call):

  • Mute your audio when you’re not speaking (if there is a large group)
  • Mute your audio only if there is background noise (for small groups — I like lively discussions whenever possible)
  • Let’s make this a distraction free zone (a simple reminder to silence smartphones, close down email, and set Teams or Slack to Do Not Disturb mode)
  • Keep your video on (or off in certain situations like when the group should be focusing on one speaker only)
  • Find the chat box now because you may need to use it (I often plan for some type of interactivity using chat)
  • Raise your hand if you want to ask a question (for large groups, I have the nonverbal feature turned on in Zoom that allows every participant to do this digitally)

Encourage Participation

A meeting that is interactive will naturally be more engaging. Ask questions, seek input, and if you must talk for a long stretch of time, check in with your group along the way to make sure they are following (or if they need any clarification). 

Take Notes

Designate someone who is responsible for taking notes and make sure they provide a summary of decisions made and action items (noting who is responsible) to all attendees after the meeting. This removes any ambiguity related to who heard what and what everyone is supposed to do next.

Skip the Video (Sometimes)

Video calls can be exhausting because our eyes and brains have more to track than when on an audio-only call. This is especially true with numerous people on the call.

Video calls certainly have their place and should be used when seeing each other makes sense. However, consider when an audio-only phone call is the better option. For my coaching sessions, I often start with a call and then fire up video or a screen share when needed.

Use Visuals

Even when you’re on an audio call, a good visual or two can help support your messages and engage participants. Consider opportunities to share a graphic or bring up a few slides over a screen share. 

Smile Before You Begin 

Even when the meeting is without any video, your audience can still sense your enthusiasm, or lack thereof. Reminding yourself to smile and exude positivity will help make others feel more engaged during the call. 

After all, if you don’t sound like you want to be there, why should they?

Want more tips for better communication when leading remote teams? Talk to me about a one-on-one or group session of my workshop Communicating Your Best When Leading Remote Teams. 

Photo by bongkarn thanyakij from Pexels

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Listening Skills

Are you really a good listener?

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How many people do you know who say they are good listeners, but really aren’t? I’m sure you know more than a few. 

I find that a lot of people who are good problem solvers think that also makes them good listeners. Yes, in many cases good listeners are good problem solvers. But being a good problem solver doesn’t automatically make you a good listener.

True listening (which is very different from hearing) requires work — and there are a lot of barriers. Distractions, your attitude toward the speaker or topic, and even your physical state (e.g., being hungry or tired) can all interfere. But the most common barrier is our tendency to begin formulating our response to what someone is saying rather than waiting for them to finish.

Observe your own behavior for the next week. How often do you find yourself thinking about your response before a speaker is finished? If it’s often, try to remind yourself to stay in the moment. Be quiet, let the speaker talk, and don’t think ahead to how you want to respond. Withhold judgement until you’ve had time to fully understand and comprehend what is being said. And eliminate those distractions you personally have control over (like your phone or smartwatch). 

Did you know that we typically comprehend and retain only 25% of what we hear? Add to that the distracted digital world we live in, and it makes us all poor listeners at times. But there are things you can do to improve your listening skills. The first step is reminding yourself to truly listen so you can stay in the moment and allow yourself to really comprehend what the speaker is communicating to you.

For more listening tips, check out my interactive workshop 10 Tips for Becoming a Better Listener or my quick class Be a Better Listener.

Photo by Mimi Thian on Unsplash

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Virtual Background Tips for Zoom

Better Virtual Backgrounds for Online Meetings

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During some recent Zoom meetings, I’ve received a lot of compliments on my virtual background. I created it after a lot of trial and error, so I thought I would share my final methodology in case it helps you to develop something that works for you.

The Case for a Virtual Background That Works

My home office looks fine when I’m on calls, but I’ve grown tired of tidying up my work table and getting the room lighting right each time I want to jump on a call. Also, when I record my courses and host my online workshops, I want my branding to be present on the screen at all times.

Going Green

After people tell me they like my background, they always ask, “Do you have a green screen?” The answer is no. I’ve had one in my Amazon shopping cart for months, but never bought it because I don’t have room in my office to keep it up all the time — and I know I would get frustrated setting it up several times a week. That’s why I wanted to try to get Zoom’s built in virtual background feature to work for me without a green screen.

My Approach

I use Zoom to rehearse my presentations so I can record them and watch them back. That’s how I find out where my bumpy points are. When rehearsing with the standard virtual backgrounds in Zoom or Teams, I noticed that the main area where the backgrounds had trouble tracking me was around my hair. 

So, that was step one when designing my virtual background. It had to be close in color to my hair so people would not notice if Zoom wasn’t clipping my head perfectly.

The second step was to get the lighting right. I make sure I’m lit from the front (I use a diffused lamp with a daylight bulb that is strategically placed behind my laptop’s screen so it does not reflect in my glasses). I also have a second lamp with a soft white bulb that helps provide additional light and that makes my skin tone a bit warmer.

The third step in my trial and error approach was to make sure I was not lit from behind. If I have another light on in the room that is behind me, Zoom has a harder time tracking my silhouette. But when I minimize light behind me and ensure most of the light in the room is in front of me, Zoom does a better job. 

Lastly, I had to fidget with the logo placement to get it right, and also recruit the help of a friend to make sure the logo wasn’t backwards (like it was for me because I use the “Mirror My Video” setting in Zoom).

It’s Not Perfect

My method isn’t perfect. If I gesture too much sometimes parts of my fingers disappear. I’m sure if I had a green screen the background would look even better. But for now, it works just fine for my needs. 

I hope my approach helps you create a virtual background that works well for you.

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Looking in the Professional Mirror

Seeing You, More Clearly

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One of the best parts of being a coach is that I get to help people see themselves — their talents, skills, accomplishments, and value — more clearly. It also means uncovering blind spots and seeing things that are holding them back. That’s equally as valuable, but usually harder for them to explore.

When you look at your professional self in the mirror, who do you see? How do you describe yourself? 

Are you the person you want to be?

There have been times during my career where I have answered that question with an emphathic, “Yes!” There have also been times where I have said, “No, definitely not.” Those times were pretty hard for me. 

Taking a look in that professional mirror on a regular basis is important. When the answer is no, you owe it to yourself to explore why so you can fix it. Sometimes the fix is a minor tweak. And other times, it requires a monumental shift. 

Either way, being honest with yourself is the only way to change that no to a yes.

Start today.

Photo by Lisa Fotios from Pexels

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Communication Tip: Yes, and…

Yes, and…

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I wanted to be an actor when I grew up. While my adult life didn’t go according to that plan, I was fortunate to do a lot of acting when I was younger. I also have a degree in Speech and Theatre Arts and began my career teaching theatre classes to high school students. 

One of my favorite lessons from the theatre is in improvisation, which involves carrying out a scene spontaneously, with no script. My fellow actors and I would make it up as we went along, based only on a theme or topic. Practicing and preforming improv (which is what we called it for short) often led to funny scenes that got the audience laughing, but it wasn’t always comedic. In fact, it was often more difficult when the scenes were serious.

When you are performing without a script, each actor relies on the other to set them up for success. That’s where the phrase “Yes, and…” comes into play. When you use language like this, it confirms agreement with where the story is going, and allows you to build on it. When improvising a scene, you might not literally say “Yes, and…” but that’s the spirit. For example:

ROBERT: “There’s a purple giraffe coming down the street! It must have escaped from that new circus that’s in town!”

DENISE: “I see it, too. I feel like I’m hallucinating. Oh my, now I see a turquoise elephant about 20 feet behind the giraffe. What’s going on?”

By confirming that she sees it too, and then adding to the ridiculous story, Denise supports Robert’s direction for the scene and adds to it so it can move forward. Imagine if she had said, “What? A purple giraffe? I don’t see it.” What’s Robert supposed to do with that response? Momentum shattered. Boom, end of scene.

Try to use this improvisational technique in your business life. If you can confirm what someone else has said to give it validity, and then add to it or expand on it, I’ll bet you’ll have more effective collaborations with your colleagues. And remember, “Yes, and…” is very different from “Yes, but….” The latter conveys disagreement, while the former communicates acceptance.

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Better Nonverbal Feedback in Zoom

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Zoom Nonverbal Communication Features

Many people don’t know about the enhanced nonverbal feedback feature in Zoom (which is off by default). By enabling this feature, you and your participants get an extra set of icons in the participants box. This allows your meeting attendees to raise their hands, answer yes or no questions, ask for a coffee break, and more! 

I like these nonverbal features more than the “Reactions” feature when I give workshops or conduct long meetings. I ensure my meeting participants know about them and I ask them to use them to communicate with me. For example, in my online workshops, I have several instances where I ask my attendees questions and direct them to answer me using the green and red yes and no icons. 

Using this feature along with the chat box helps me make my virtual meetings more engaging. It also helps me read the room more easily, which can be tough in the virtual setting.

Photo by Morning Brew on Unsplash

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Promoting Your Personal Brand at Work

Finding the Right Decibel Level for Promoting Yourself at Work

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Some people have no problem speaking up about their accomplishments, contributions, and value. In fact, those that do it too much or too loudly at work often come off as arrogant.

Yet those who don’t speak often or loudly enough about what they bring to the table and what they’ve achieved can find themselves easily overlooked. That can really get in the way of getting ahead, especially in certain environments and cultures.

I’m not afraid to speak up, and my time as an actor, educator, and entrepreneur has made me quite comfortable being in the spotlight. Yet in most cases I prefer not to be. I’m an introvert who is comfortable being an extrovert when I need to. However, I am most comfortable when I am quietly helping others succeed. I think that is one of the things that makes me a good teacher and coach. 

When I began my career, I learned quickly that in business your work doesn’t speak for itself. So, over the years I’ve had to find a decibel level for promoting myself that I’m comfortable with. One that stays true to who I am while also helping me put myself out there so people can understand my value. 

In her book You — According to Them, Sara Canaday calls this topic “Faulty Volume Control” and she likens it to thinking about the volume of your smartphone on a scale of 1 to 10. Based on that idea, I created this graphic to help my clients find their optimal decibel level:

Where do you fall on this scale? I think I’m about a 6. Some days I might lean towards 7. But I used to be a solid 2. It has taken work to turn my self-promotion volume up a few notches. 

Finding your authentic voice and sharing it at a comfortable decibel level will help you communicate your unique value propositions and your contributions appropriately — avoiding the extremes of coming on too strong, or flying so far under the radar that you are virtually invisible. 

You don’t need to go from a 2 to an 8 or from a 10 to a 4. But see if you can move up, or down, a notch or two in the coming months. I think you’ll find that it makes a difference.

Photo by Markus Spiske on Unsplash

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Not All Work Gets Done at a Desk

Not All Work Gets Done at a Desk

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Leaders of high-performing remote teams hire people they can trust and invest in their success by training them, and by helping them acclimate to the team’s culture. 

They also spend time to make sure everyone on the team is in the loop and on the same page as much as possible. Avoiding miscommunication is one of the best ways to keep a team efficient and healthy. 

If you’re leading a remote team, another important thing to remember is that not all work gets done at a desk. Think about your own behavior. How many times have you solved a problem by speaking with a colleague during a coffee break or by having a quick chat in a hallway? I’m sure there have also been times when stepping away from your desk to clear your head has helped you move something forward, or in a new direction. 

Hire people you can trust, train them well, support them professionally, set expectations for availability, and then give them space to get their work done. If they are not adding value, you should be able to tell. If you can’t, then you either didn’t clearly communicate your expectations or you didn’t hire well. 

Photo by Andrew Neel on Unsplash

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Don't Text and Listen

Don’t Text and Listen

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Texting while driving is dangerous. We all know it. Yet many people still do it. It’s hard to resist the distraction of your phone buzzing or dinging. We know that phone notifications negatively affect productivity, even if we don’t check them right away. Just knowing there is a message waiting for our attention destroys our ability to concentrate.

In my listening workshop, I teach the importance of preparing yourself to listen. It’s not as easy as you think, and the many distractions that our digital world provides are a big part of the problem.

Here are some tips to help avoid distractions when it’s time to truly listen:

Prepare to listen

From hunger to tiredness, to thinking about the argument you had with your colleague Ricardo this morning, there are a variety of things that can keep you from focusing. Do your best to put yourself into a listening state of mind, and make sure you’re setting yourself up for success.

Avoid multitasking

If you’re checking email or social media during meetings or at the dinner table, you’re not listening. If a conversation you are in is important to you, focus on it and put other tasks aside until it’s finished.

Eliminate potential distractions

Distractions come in all shapes and sizes. Some are predictable and some are not. Make sure the ones you can control are avoided. Turn your phone and smartwatch off or put them in Do Not Disturb mode. 

Take notes

Taking notes helps you remember things. It can also help you stay in the moment. The bonus is that it also nonverbally communicates that you are listening to the speaker. How nice of you! However, be careful not to let your note taking become so extensive that you stop listening.

Postpone listening if you cannot concentrate

If you can’t fully invest yourself into the conversation at hand, sometimes it’s best to postpone it until later. Wouldn’t you rather hear this instead of sitting across from someone who is not listening to you: “I’m sorry, but we have an emergency going on and if I meet with you now, I won’t be able to concentrate. Our conversation is important to me. Can we move it to 4 p.m. today?” 

Listening well takes work, and there are a lot of barriers that will naturally get in the way. From your own biases or judgement of the speaker or topic to your physical and emotional state, there are many opportunities for inefficiencies. Don’t let distractions that you can control add to the mix.

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Don't Say "Like I Said…" Ever!

Like I Said…

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The two phrases that make me cringe most when I observe a presenter or meeting participant fielding questions are: “Like I said…” and “As I mentioned previously…”. 

Here’s why.

If someone asks you a question that you’ve previously answered, it means one of three things:

  1. They missed the answer the first time because they were not listening.
  2. You were unclear when you reviewed the answer previously.
  3. You made them work too hard to understand and remember it.

The fact is that they missed it, and it was probably your fault. Perhaps you buried it among other complex data they were trying to decipher. Maybe it was a key point you should have covered with emphasis, and you didn’t. 

Or maybe it wasn’t your fault and they were distracted by a text message at that precise time you covered that specific point.

The bottom line is that it happened; and how you handle it makes all the difference. When you use a phrase such as, “Like I said…” you are pointing a big finger right at the questioner that says, “I covered this before, dummy. Weren’t you listening?” That’s just like being called out by your 6th grade teacher in front of the class. Nobody likes how that feels. 

Instead, kindly answer the question. Maybe even give an example or elaborate on it a bit. You might find that the question came up because the questioner simply could not think of a better way to ask you to elaborate more on the specific point.

Banish these phrases from your repertoire. Don’t even use them in email communications. Saying, “Like I said…” or “As I mentioned previously…” may make you feel better by pointing out that you covered the information already. But it’s not about you. The fact is that these phrases do nothing but hurt your effectiveness as a presenter and influencer.

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