How to Make Your Remote Team Feel Seen and Heard

I’ve written a few articles on how you can feel more present in video calls and was also featured in this short HBR video on the subject. The practice of being present in virtual settings is a big challenge. 

The challenge as a leader to make our teammates feel seen and heard is even more pressing. Having facilitated many virtual meetings to date, here are a few of my best practices when it comes to including, engaging and motivating remote teams.

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Pre-Call

Inclusion: In advance of the call, ensure you have included everyone who should be a part of the conversation. Free up anyone who doesn’t need to be there.

-       Video meetings have now turned into what we at CFB call ‘critical moments of connection’. Don’t unnecessarily fill your colleagues’ day with virtual meeting after virtual meeting.

Intention: As a general rule, information has to be even more intentionally shared when we are not sharing the same physical space. Set your intention for the meeting and prepare a clear agenda in advance to communicate this. Pro-tip - consider asking for your team’s insight in putting the agenda together. *

-       Giving your teammates the chance to add to the agenda promotes a feeling of being heard. This also allows them to prepare to add value to the conversation.

Companies practice a wide variety of agenda setting practices. Whatever your company culture, it is wise in remote work scenarios to keep pathways open and welcoming of additional feedback/information.

*Include in your agenda a note on whether video is requested in the meeting. This helps people prepare themselves mentally and physically to be present on video.

During Call

 Norm Setting:  At the top of the call, ensure everyone is clear on the norms of participation. Things to specify:

  • How are people supposed to participate?

  • Would you like everyone on mute when not talking? (Probably yes…)

  • Are people supposed to be on video? (You should have addressed this in the agenda, but a reminder is always helpful)

  • What are the protocols for breaks/getting up to stretch if this is a long meeting?

Check in

Particularly for meetings of 12 people or less, it is a great idea to provide some time for a quick and succinct check in. Provide a format and call on individuals by name to welcome them into the discussion and help them feel seen. 

Some easy topics:

  • Share a thorn and a rose

  • One thing that has surprised you this week

  • Something that has made you laugh

  • Get everyone to take a picture of something unique in their work space and share with the team

If you are running a much larger meeting, consider launching a poll or using the chat or whiteboard functions to capture a larger number of answers and increase the level of interaction.

There are elements of virtual communication that can actually stimulate increased engagement and interaction. Use these to your advantage!

Calling on People

It is important in virtual meetings to always call people by their names. It is impossible to tell who you are looking at or gesturing at. Call on individuals by name. If a few people have raised their hands simultaneously, acknowledge this, and then provide an order of who will speak after who.

Express Active Listening

In remote conversations, it is crucial to emphasize your expression. A microscopic head nod won’t read. Really nod your head, Really tilt it when you are considering something. Pay attention to your colleagues’ facial expressions as well and if it looks like someone isn’t following along, pause and see if you can provide additional details.

Closing the Call

After any length of a video call, a good closing will increase everyone’s agreement over next steps.

All this requires is a simple check-out or takeaway circle, similar to the check in. Calling to the front any concrete next steps, taking a moment to thank everyone for their time and acknowledging any shared challenges can go a long way to having people feel seen and heard.

As challenging as it is to engage and motivate your remote team, the above techniques will help spur a feeling of connection and progress across your team. Being intentional with our communication leading into, during and in closing our meetings will go a long way.

I will be leading a virtual workshop on this subject with more details and opportunities to test some of these out on Wednesday, May 27th 12:30-1:30 EST. Register for your spot now. Capacity is limited.

Rachel Cossar