GUEST EDITORS
Jorge Fragoso & Gloria Behrens
In today’s hybrid work environment, virtual sessions have become indispensable. They are crucial for sharing important information, fostering collaboration and driving companies forward.
Unfortunately, a troubling trend has emerged: Attendees are increasingly present in body but not in mind. We observe people attending — and not really paying attention at all, practicing the non-existing art of multitasking and not engaged in the session.
This lack of focus is really a great waste of resources for any company, due to relevant content being transmitted but not absorbed. Some of the negative impacts of the behavior of “attending but not engaging” include:
Lack of diverse perspectives contribution: If not all attendees are providing input, this diminishes the richness of the session.
Reduced collaboration and trust: When people are not fully present, it has an impact on the teamwork and the building of trust among participants.
Disrespect to colleagues: Facilitators invest significant effort in preparing sessions, and lack of attention is disrespectful.
Ineffective decision-making: When attendees are not fully engaged, it can negatively impact the quality of discussions and decision-making processes.
Decreased productivity: When people are not fully present, it can lead to a backlog of tasks and reduced overall productivity.
To improve this situation, we propose some tips for the facilitators and the attendees to consider when preparing/attending a virtual session. If you are leading the virtual session:
Set clear expectations: Share the agenda in advance and begin each session by emphasizing its interactive nature and the importance of everyone’s contributions.
Balance the time and participation: Ensure there is a right balance between presentation and diverse interactions to keep participants engaged. Respectfully invite others to share their thoughts.
Accommodate different communication styles: Offer multiple ways to participate, such as verbal contributions, chat functions or collaborative tools.
Maintain an engaging pace: Consider incorporating breaks to help participants stay focused (e.g., every 20 minutes). Interact with participants, solicit opinions and address questions. Please avoid talking for long periods without engagement!
Utilize interactive tools: Incorporate engaging elements like breakout rooms, polls, Q&A sessions and collaborative exercises. Activating curiosity and gamification could be your allies here!
Address multitasking respectfully: If you notice a participant is distracted, gently remind them of the session’s importance or offer the option to rejoin when they can fully participate.
If you are an attendee, you have your end to hold up as well:
Challenge/validate your attendance: If you think you are not the right target audience, ask to speak to the facilitator before the session.
Prioritize full presence: Treat virtual sessions with the same respect and attention you would give to in-person meetings.
Minimize distractions: Close unnecessary applications and notifications to stay focused.
Actively participate: Share your insights, ask questions and engage in discussions to enrich the session for everyone.
Use video when possible: Being visible can enhance connection and communication with your colleagues. If you have poor internet, ensure your camera is on at least at the start and during your contributions.
Be prepared: Review any pre-session materials to contribute more effectively to the discussion.
Remember the wisdom of Publilius Syrus: “To do two things at once is to do neither.”
Enhancing engagement in virtual sessions is a collective responsibility. By implementing these strategies and maintaining a mindset of active participation, we can create more productive, insightful and valuable virtual interactions across any organization. Despite the persistent belief in multitasking, studies suggest that it is not only ineffective but also has negative effects on our productivity and mental health.
Let’s work together to make every virtual session count! Start applying these tips today and see the difference in your next meeting.
Jorge Fragoso is global field based medical excellence lead, Global Medical Affairs, Sanofi. Email Jorge at jorge.fragoso@sanofi.com or connect through linkedin.com/in/jorge-fragoso-14327ba.
Gloria Behrens is learning business partner, Latin America, Leadership Learning Institute, for Sanofi. Email Gloria at gloria.behrens@sanofi.com or connect through linkedin.com/in/gloria-behrens-2406a470.
