Video calls are your secret weapon to building stronger, more connected teams, especially when navigating the challenges of remote work. Let’s jump into how you can use video to bridge those gaps and create a thriving team environment, even when everyone is working from home.
The Power of Seeing Faces
Think about it: when you’re just dealing with emails and text messages, it’s easy for things to get misinterpreted or for a sense of distance to grow. Video calls inject a human element back into the equation. You can see facial expressions, body language, and get a better feel for someone’s tone. This significantly reduces the chance of misunderstandings and builds empathy among team members. A study by MIT found that, in virtual teams, visual cues improved task performance by 20%. It emphasizes how crucial visual interaction is when working from home.
Beyond Just Meetings: Creative Uses for Video
Video calls aren’t just for formal meetings. They can be used in a variety of creative ways to foster a sense of connection.
Virtual Coffee Breaks: Replicate those casual chats you’d have by the water cooler. Schedule 15-minute informal video calls where team members can just check in, share what they’re working on, and casually catch up.
Virtual Team Lunches: Order lunch for everyone and have a virtual lunch together. It’s a great way to relax, de-stress, and socialize.
“Open Door” Video Hours: Encourage team leads or managers to have “open door” video hours where employees can pop in with questions, concerns, or just to say hello.
Virtual Team Building Activities: Play online games together over video, do a virtual scavenger hunt, or even have a virtual book club.
Show and Tell: Dedicate some time for team members to share a personal project or interest. This helps people get to know each other beyond their work roles.
End-of-Week Celebrations: Friday afternoons, get together to acknowledge everyone’s hard work and to virtually unwind after the week’s activities.
The goal is to recreate the spontaneous interactions that happen organically in a physical office. When your team shifts to work from home, use videos to fill the gap.
Setting the Stage for Effective Video Calls
For video calls to truly strengthen team connections, you need to make sure they’re effective. Here are a few tips:
Set an Agenda: A clear agenda keeps everyone on track and ensures the meeting stays focused.
Encourage Participation: Don’t let one or two people dominate the conversation. Actively solicit input from all team members.
Be Mindful of Time Zones: When scheduling meetings, take different time zones into consideration. Rotate meeting times to be fair to everyone.
Mute When Not Speaking: Background noise can be a major distraction. Remind people to mute their microphones when they’re not actively speaking.
Turn on Your Camera: Encourage everyone to turn on their cameras. Seeing each other’s faces fosters a greater sense of connection.
Lighting and Backgrounds: Make sure your environment is well lit, and the background is not too distracting. This minimizes visual clutter and keeps the focus on you.
Active Listening: Pay attention to what others are saying, both verbally and nonverbally.
End with Action Items: Clearly define next steps and who is responsible for each task at the end of each call.
Follow Up: Share meeting notes and action items after the call. This ensures everyone is on the same page.
Choosing the Right Video Conferencing Platform
There are lots of different video conferencing platforms available, each with its own strengths and weaknesses. Some popular options include Zoom, Microsoft Teams, Google Meet, and Webex. Consider these factors when choosing a platform:
Ease of Use: How easy is the platform to use for both you and your team members?
Features: Does the platform offer the features you need, such as screen sharing, breakout rooms, and recording capabilities?
Security: How secure is the platform? Does it offer end-to-end encryption?
Integration: Does the platform integrate with other tools you already use?
Cost: How much does the platform cost? Does it offer a free plan or trial period?
Number of Participants: How many participants can join a call?
Many of these platforms offer work from home specific features. For example, virtual backgrounds, noise cancellation, and low bandwidth modes.
Addressing Video Call Fatigue
Video call fatigue is real, and it’s something to be aware of. Here are some things you can do to combat it:
Schedule Breaks: Don’t schedule back-to-back video calls. Give people time to take breaks and recharge.
Reduce Meeting Times: Keep meetings as short and concise as possible.
Make Some Meetings Audio-Only: Not every meeting needs to be on video. Consider making some meetings audio-only to give people a break from being on camera.
Encourage Movement: Encourage people to stand up and move around during calls.
Mindful Camera Usage: It’s okay to suggest turning cameras off for specific portions of longer meetings, especially when screen sharing or presentations minimize the value of seeing faces.
Promote Asynchronous Communication: Encourage using tools like Slack, email, or project management platforms for tasks that don’t require a real-time video conversation.
Building Trust and Psychological Safety Through Video
Video calls can play a vital role in building trust and psychological safety on your team. Make sure to:
Create a Safe Space: Encourage open and honest communication. Let people know it’s okay to make mistakes and ask questions.
Show Empathy: Be understanding and supportive of your team members. Recognize that everyone is dealing with different challenges, especially those juggling family needs and work from home responsibilities.
Celebrate Successes: Acknowledge and celebrate individual and team accomplishments.
Provide Feedback: Give regular feedback, both positive and constructive.
Actively Listen: Pay attention to what your team members are saying and show that you value their opinions.
Acknowledge remote work Challenges: Understand that the work from home transition can be difficult and that team members may be struggling with things like isolation, technical difficulties, or work-life balance.
Data and Statistics: The Impact of Video Calls
Several studies and surveys highlight the positive impact of video calls on team connection and productivity, especially in work from home settings:
A study by Lifesize found that 80% of respondents believe video conferencing helps build stronger relationships and enhances collaboration.
Research by the University of Southern California found that people are more likely to trust someone they can see on video.
Another study by Vyopta found that 87% of remote workers feel more connected to their team members when using video conferencing.
A 2023 study by Owl Labs reported that companies with remote employees who use video conferencing frequently have a 21% higher employee satisfaction rate.
Research indicates that video calls can reduce travel costs by up to 30% and increase productivity by around 20% in remote work arrangements
This data underscores the importance of incorporating video calls strategically into your remote work strategy.
Examples of Companies Utilizing Video Calls Effectively
Many companies successfully use video calls to strengthen team connections in a remote environment. Here are some examples:
Zapier: Zapier, a fully remote company, uses video calls for daily stand-up meetings, team social events, and even virtual happy hours. They emphasize the importance of seeing each other’s faces to build strong relationships.
Buffer: Buffer, another fully remote company, uses video calls for onboarding new employees, team meetings, and informal “water cooler” chats.
GitLab: GitLab, one of the world’s largest all-remote companies, encourages video communication for project discussions, team building activities, and even casual catch-ups.
Automattic: The company behind WordPress uses video calls for project check-ins, team retrospectives, and virtual coffee breaks.
Atlassian: Atlassian uses video calls for team meetings, hackathons, and even virtual escape rooms, fostering a sense of teamwork and collaboration.
These companies demonstrate that video calls can be a powerful tool for building strong team connections, even in a completely remote environment.
Using Video for Hybrid Teams
Video calls are not just for fully remote teams. They’re essential for hybrid teams, where some team members are in the office and others are working from home. Video calls help bridge the gap and ensure that everyone feels included and connected.
Equal Participation: Make sure that remote team members have equal opportunities to participate in meetings and discussions.
Designated Facilitator: Assign someone to facilitate hybrid meetings to ensure that everyone is heard.
Technology: Invest in high-quality video conferencing equipment to ensure that remote participants have a clear view and audio.
Visibility: Make sure that remote participants are visible to those in the office. Use large screens and place cameras strategically.
Inclusivity: Create a culture where everyone feels valued and respected, regardless of their location.
Accessibility Considerations
It’s important to ensure video calls are accessible to all team members. Consider the following:
Closed Captions: Use platforms that offer automatic closed captions to assist those who are hard of hearing.
Transcripts: Providing transcripts of meetings allows those who missed the live call or prefer reading to stay informed.
Visual Aids: Describe any visual information presented during the call for those who might have visual impairments.
Alternative Communication Methods: Offer alternative ways for team members to participate if video isn’t feasible, such as phone calls or text-based chat.
Adjustable Settings: Ensure that platforms offer adjustable font sizes and color contrast for users with visual impairments.
FAQ
How do I deal with someone who is always late to video calls?
Address the issue privately and calmly. Understand if there are underlying factors contributing to the lateness, such as time zone differences or personal commitments. Set clear expectations for punctuality and emphasize the impact of lateness on the team. Offer solutions like setting reminders or adjusting meeting schedules to ensure the person can attend on time.
What if team members are hesitant to turn on their cameras?
It’s crucial to create a culture where turning on cameras is encouraged but not mandatory. Explain the benefits of visual communication for building team cohesion, but respect individual preferences. Start by being a role model yourself and turning on your camera consistently. Consider having some meetings where cameras are optional and others where they are encouraged to be on.
How do I make video calls more engaging and less like lectures?
Incorporate interactive elements into your video calls. Use polls, quizzes, breakout rooms, and other engagement tools to keep team members involved. Ask questions, encourage discussion, and solicit feedback. Keep meetings short and focused, and make sure to provide clear agendas and action items. Assign roles to team members so they feel more ownership of the meeting’s results.
What should I do if someone is experiencing technical difficulties during a video call?
Be patient and understanding. Offer assistance to help them troubleshoot the problem. Have a backup communication method in place, such as a phone call or a text-based chat, so they can still participate without video. Consider creating a simple troubleshooting guide for common technical issues.
How can I ensure video calls are inclusive for people with different cultural backgrounds?
Be mindful of cultural differences in communication styles. Avoid jargon or slang that may not be understood by everyone. Speak clearly and slowly, and provide opportunities for team members to ask questions. Be respectful of different time zones and religious or cultural holidays. Encourage team members to share their perspectives and experiences.
What are some creative virtual team-building activities we can do on video calls?
Consider virtual escape rooms, online trivia nights, virtual scavenger hunts, or even a virtual cooking class. Share a talent night where team members can showcase their unique skills. Play online board games, karaoke, or virtual movie nights. The key is to choose activities that are fun, engaging, and accessible to everyone.
How do I encourage more introverted team members to participate in video calls?
Create a safe and supportive environment where everyone feels comfortable sharing their thoughts. Ask introverted team members for their input directly, but don’t put them on the spot. Send questions or topics in advance so they can prepare their responses. Consider using chat features during the call so they can share their thoughts in writing.
How often should we have video calls?
There’s no one-size-fits-all answer. The frequency of video calls will depend on the needs of your team and the nature of your work. Some teams may benefit from daily stand-up meetings, while others may only need to meet once a week or month. Experiment with different frequencies and see what works best for your group. Be mindful of video call fatigue and be willing to adjust your schedule as needed.
What are some tips for improving my camera presence?
Make eye contact by looking directly at the camera. Maintain good posture and sit up straight. Smile and use facial expressions to convey enthusiasm. Dress professionally, even if you’re working from home. Minimize distractions in your background. Practice speaking clearly and concisely, and use visual aids when appropriate.