Believe in your virtual meeting and save your PJ’s for later
Imagine facilitating an important virtual workshop, but before the meeting starts, you feel unsure of your format, process or role as a facilitator. This will inevitably have an impact on the energy that you as a facilitator bring into the meeting and will thus dominate the room. Getting ready for a meeting is very much about your preparation time. This involves being prepared in terms of techniques, content and process, and that you have made sure that the participants feel well prepared and ready for what is about to happen. Despite hours of thoughtful preparation, it may still feel as if you are not quite ready. This is where body language comes in. Only when we have mastered process, techniques and content do we have that extra energy to also use our body language deliberately.
In order to get your messages across and demonstrate strong facilitation leadership, you must first and foremost believe in what you are doing. In other words, you need to be aware that the energy you bring into the virtual space will affect the participants in your meeting. Only when you can control the energy signals you send out yourself can you start taking responsibility for the energy that is created in the group. You should, however, avoid trying to read the participants’ body language, as we are typically less aware of our body language when listening than when talking. Also, we see only small images of the participants in the virtual space, which makes that attempt even harder to succeed with. However, what you can do is to frequently check in with your participants and ask them directly if the energy is high or low.
In the book Virtual Facilitation, you will find several concrete tips and tricks on how you as a facilitator can take responsibility for your participants having the right energy level. In this section, we will focus on how you as a facilitator can turn energy into a bodily co-player as you get ready for your meeting. Very few people have a professional studio setup when facilitating virtual meetings and workshops.
The vast majority of us facilitate the meetings from home. The home environment probably makes it a little more natural for us to put on a warm sweater and worn-out Birkenstocks that have gradually become part of our home office environment. However, just like getting ready for work in the morning, it is our experience that our clothing, and not least our footwear, can also help make a difference in terms of our appearance on screen.
The final sprint of your mental preparation for your workshop starts as early as in the morning when you get up, shower and get ready for the meeting. In order for you to feel ready as a facilitator, it is important that you dress so that your appearance does not interfere with the process you have planned.
You should therefore think about whether there is a specific dress code for the group of participants you have invited to your meeting and also whether your clothing can help to stage a certain atmosphere. Your clothing, body language and appearance are crucial elements for how to make you shine, as they activate the associations, moods and emotions of your participants, which can be both positive and negative. For example, if you are the leader of a group of employees whom you have called in for a meeting to discuss a case where you would like to show that you are at eye level with them, it may be that a shirt and suit do not help you to create that atmosphere, unless of course that is the type of clothing you typically wear at your place of work. It may also be that you as a project manager is about to facilitate an important steering committee meeting where you would like to appear serious and professional, and it is therefore appropriate that you dress more formally for the occasion. If you are a younger facilitator who sometimes encounters resistance due to your young appearance, you can consider replacing the high ponytail with a hair bun, as a high ponytail is often associated with a young girl.
Although the participants will typically only be able to see your upper body in a virtual meeting, it is not unimportant if you’re wearing pyjama pants and slippers. The reason for this is that your body language is to a large extent driven by sensual impulses. When you put on your professional working shoes rather than a pair of slippers, your body will subconsciously help you stay focused on being at work and doing something important. Wearing the right outfit from head to toe also gives you more flexibility and freedom to move around in front of the screen without having to worry about whether the participants find out that you’re still wearing pyjama pants.
The use of means can also have a powerful effect on the energy of your meeting. For example, having a flip chart next to you that you can write on, or a poster you can point to, gives you a more dynamic and strong body language rather than just using slides and standing directly in front of the screen. You will discover that it also gives you energy, and it rubs off on your participants.