In response to COVID-19, many organizations have been forced to adopt widespread work from home policies. While the adjustment has undoubtedly been difficult for many people, the changes have also created many opportunities. Here are my thoughts on how to make the most of a bad situation and capitalize on this new professional landscape.
The great equalizer
Forcing all interactions online has drastically flattening organizational hierarchies. From the CEO to the intern, we are all reduced to a single square within the shared screen real estate. Gone are the status symbols of high-rise glass offices, reserved parking space, and executive boardrooms.
If you see yourself somewhere in the lower half of the corporate pyramid, this is a chance to easily make connections, stand out, and demonstrate your competencies. Conversely, if you used to benefit from some form of corporate status, then don't get caught napping, as your ability to adapt is on full display.
Open calendars
Most organizations like to promote an open-door culture. While nice in principle, traditionally there were still significant barriers to gaining access to top-level leadership or other key employees. Barring a few exceptions, today, almost anyone within an organization is reachable by simply dropping an invite on their calendar. Your time might be shifted or you could be asked for context but most people will give you at least 30 minutes of their time and attention. This is an unprecedented opportunity for networking and collaboration.
Go wide as well as up. Pull up an org chart and identify key players in other departments. A 30 minute 1 on 1 with the VP of Finance or the Head of Logistics could pay dividends down the road.
“Forward me that invite”
During his time at Google, venture capitalist Chris Seca would browse the campus looking for interesting meetings, when it was time to start he would enter the room and act like he was supposed to be there. If questioned, he’d politely introduce himself and offer to take notes and share the minutes. I expect a similar tactic could be employed today with more ease and effect.
Find that reoccurring meeting higher up the chain and see if you can get someone to forward you the invite. Simply listening in can give you valuable insight into how leadership operates. Who knows, they may even call on you for your perspective.
Virtual etiquette and technical competence
The ability to adapt and integrate technology is imperative for today's businesses and to some extent, the same is also true for its employees. Nothing ruins a first impression more than being oblivious to your hot mic or fumbling to share the right screen or window.
It doesn't matter if you are delivering a sales pitch, managing your team, or sharing a status update, your goal in any remote meetings remains the same: Command attention when you want it, hold it while you need it, and avoid it when you don’t.
Thankfully, these challenges and opportunities are easily mastered with a little bit of preparation, some affordable upgrades, and an active self-awareness.
Sound
You’ve likely heard the old adage that “90% of communication is non-verbal”. Like most things, the data is a bit more complicated than that. However, we have undoubtedly lost a significant portion of our social cues with the shift online, therefore why squander what little we have left?
Objective: The clarity of your speech is the most important element of remote communication.
Tips:
Record yourself and play it back. Is it clear? Is it natural? Does the sound get clipped or distorted at different levels?
Figure out how your mute button works. Some devices have manual controls that won't show as muted within your software. Pay attention during the call and regularly check your mute status.
Audiences will be distracted (subconsciously or not) by any sound other than your voice. Background noise, while sometimes hard to avoid, should be minimized as much as possible.
Upgrade: Consider investing in a quality headset or external microphone. Look for a microphone with a “cardioid” polar pattern. This means the mic will pick up most of its sound from one direction, helping to cut down on anything that's not your voice.
Good: a Basic USB Headset creates a consistent experience. Manual controls are a bonus.
Better: Go wireless with the Plantronics Savi 8200 and its professional-looking charging station
Pro: The high-quality Wave 3 from Elgato has an easy mute button and great software integration.
Lighting
Back in the day, ambitious professionals would invest significant amounts of time and money into their office appearance. Today, it might only cost half as much (comfort bottoms, am I right?), but any effort is easily undone by poor lighting. We’ve all seen it, blown-out white balance or horror movie shadows. Thankfully the basics are easy and mostly solvable with household lighting.
Objective: Avoid harsh shadows by softly illuminating yourself from a good angle. Additional lights will make the star (that's you) shine.
Tips:
Natural light is great, but not as a backdrop.
Pay attention to the time of day, hard/direct sun shows poorly on camera.
Upgrade: You can likely achieve considerable improvements with lights you have around the house. Try out different setups and use your webcam to snap some sample shots and compare.
Photography lighting terms:
Key light - The main light used to illuminate the subject. If your key light is too bright, consider diffusing it with some white fabric or bouncing it off a nearby wall.
Fill light - Used to fill in shadows on either the subject or set. Likely not necessary with good natural lighting. If you have a second screen, a blank white document makes for a great fill.
Hair light - Used from above and behind to illuminate the hair of the subject. This one is a pro move but definitely gives that studio effect.
Detail light - A soft, indirect light used to highlight interesting details on the set. Example: I use one to highlight my impressive stack of business books I've never read.
Good: Flexible Gooseneck LED Lamp
Better: 2 Portable Photography Lights
Pro: Elgato Keylight
I referenced this video (and many more) from Becki and Chris.
Camera
High-end webcams have been out of stock since the start of the pandemic, indicating that most people think the webcam is key to success. However, the truth is 4k doesn't solve a double chin and baggy eye shadows.
Objective: Try to recreate face-to-face communication as best as possible.
Built-in webcams are good enough for 98% of users, provided that you do your part.
Lighting - Tiny cameras have tiny sensors. Meaning the camera is trying to make a sharp image with minimal light. Avoid a grainy image by setting up in a well-lit environment.
Angle - If a laptop is all you have, then angle is your enemy. Try propping the computer to bring the camera up towards eye level. When you’re live, avoid getting close to the screen. An external keyboard and mouse can help give you that extra distance if you need to type while on a call.
Simulate eye contact by looking at or near the camera. Try moving the onscreen faces to shift your focus towards the camera.
Good: If you have an old smartphone lying around, try Epoccam to turn it into a quality webcam. Warning: some setup required.
Better: When it’s in stock, the Logitech C920 is a solid, hassle-free choice.
Pro: Do you want that sexy soft background and clean crisp image? Then a dedicated Digital SLR and an HDMI capture card are what you need. The Sigma fp will get the job done without a capture card, but you will need to purchase a good prime lens.
Backdrop
In most cases, a virtual backdrop is totally sufficient. Certainly better than a messy kitchen. However, be aware of your IRL background, as it's easier for software to cut around (technical term “key”) you when presented against a plain backdrop. If you are going with a real-life background, make sure it's clear of anything you’re not willing to share with your company. When possible, create a contrast with your outfit of the day.
Upgrade: If you have the room, it's hard to beat a dedicated studio space. Building it around your workstation provides consistent quality lighting, a dedicated backdrop, and interesting personal effects for character.
How you set up your home studio is entirely dependent on your needs, your space, and your personal brand.
Again, I found this video from Becki and Chris to be super helpful.
Presenting
If sharing slides and giving presentations is a major component of your job, then all eyes are on you.
Tips:
If you haven't already, get a second screen. Maybe even a third.
Get in the habit of always using the same screen.
Close all windows and clear that screen before you join the call
Again, don't have anything on display that you are not willing to talk about.
Upgrade:
Consider investing in a stream deck, a programmable keypad enabling quick and total control over your presentation.
Set up a green screen and tap your inner meteorologist by integrating your presentation and video feed.
Conclusion
It's impossible to know exactly what the professional landscape will look like in a post COVID world, but it's likely to leave a significant impression on the way we do business. With a little investment, you can take advantage of this time to network, demonstrate your competency and stand out.
The goal in every virtual meeting is to command attention when you want it, hold it while you need it, and avoid it when you don’t. Understanding this will help you be aware of yourself and your setup.
While difficult at times, working from home has forced a sense of authenticity back into the workplace. Your boss is likely dealing with screaming kids or barking dogs just like you, so just accept it, because life is too short to take yourself too seriously.
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