We've come a long way from our early-man ancestors who communicated with grunts and pointing. But even they had a form of visual communication that adorned their modest cave dwellings.
Communication today is much more than the spoken word. That's only part of the equation. The other parts include the nonverbal, visual and listening.
Now throw in virtual meetings, texts and email and you find there is an array of communication modes. How you utilize these can either move your business forward or create negative consequences.
By some estimates, an average employee can spend hours per day on email and instant messaging, says Andrew Brodsky. He's a University of Texas management professor and founder of Ping Group, which provides communication consulting.
"And that doesn't even account for all the time we spend on the phone and in video meetings," he said. "So, learning how to optimize our virtual communication isn't just beneficial — it's a necessity."
Be Clear With Virtual Communication
When communicating virtually, especially with email, texts and instant messaging, don't assume people know what you mean, Brodsky said.
For example, a simple response like "Thanks" in email has the potential to come across as insincere or uncaring.
"A better option that provides less room for misinterpretation would be 'Great job on this project! I especially liked how you did X,'" Brodsky said. "'I'm excited to talk about it in more detail during our next meeting.'"
To bridge the gap of in-person cues, always provide additional context, he says. Be clear about your emotions, and explain the reasoning behind your requests.
Read Your Messages Out Loud
It's important to remember the "voice" you hear when writing an email or text isn't necessarily the same as the one your recipient hears when reading it, Brodsky said.
If you're not sure whether your message will come across as intended, read it aloud. "First, read the message in a neutral tone," he said. "Then, try reading it in a sarcastic tone."
"If the meaning of your message changes based on that tone, then you know you need to provide additional clarification to avoid miscommunication," said Brodsky, the author of "Ping: The Secrets of Successful Virtual Communication."
Know Your Communication Goal
There is no one-size-fits-all for the best mode of communication in a given situation.
"The first step to any successful virtual interaction is clearly defining what you want to achieve with each interaction," Brodsky said. By doing so, you'll be able to choose the most effective virtual communication mode, whether that be email, phone or video.
Use Cameras Strategically
Be strategic about camera use in video calls, Brodsky said. Requiring cameras to be on for key meetings can be necessary for building relationships with your audience.
But depending on the nature of the meeting — such as routine regular ones — allowing cameras to be optional provides a mental break.
"It can be exhausting for presenters to always have to self-monitor their every facial expression and get camera ready," Brodsky said.
By allowing flexibility, you can further emphasize the importance of a virtual meeting when you want cameras on.
Prepare To Listen
With virtual meetings, the focus is rightly on the presenter or presenters. But proper listening is a part of virtual communication too, said Robert Biswas-Diener.
It can be easy to get distracted and not hear and absorb important information by glancing down at your phone or looking on the internet, say Biswas-Diener and professor Christian Van Nieuwerburgh, executive coaches who wrote "Radical Listening: The Art of True Connection."
Biswas-Diener and Van Nieuwerburgh recommend preparing for a meeting by considering what type of listening you might focus on.
"We listen to learn, or to validate, or to refute or fix," Biswas-Diener said.
You might be listening to support a colleague revealing end-of-quarter numbers. Or you might be listening to a team member asking for help.
"Knowing your listening mode ahead of time will help you focus your attention on the places it matters most," Biswas-Diener said.
Communication: Acknowledge, Acknowledge, Acknowledge
Whatever the topic, people appreciate being seen or acknowledged, said Van Nieuwerburgh. Listening fosters better overall communication.
Listening with intention might elicit responses such as "I see that this is important to you," "you've been working so hard for so long," "you're really committed to this project," and "thank you for what you're doing."
"They are all brief acknowledgments that will strengthen the connection between you and your conversation partner," said Van Nieuwerburgh.
