As a result of the COVID-19 pandemic, businesses are communicating virtually now more than ever. Whether it be phone calls or video conferencing like Zoom or Teams, communicating with colleagues has become heavily reliant on technology. These new ways of business communication can add an extra hurdle to business professionals for whom English is not their first language. If this is you, read on, because I have some effective tips for you.
How to Plan Your Phone or Video Business Presentation
Communicating over video or phone can be challenging because of the lack of body language and clear social cues. Without these non-verbal cues, it can make communication harder when English is not your first language. Even though a video call will help with facial expressions and some body language, you cannot count on it. People may be having trouble with their camera; there could be bandwidth issues; or someone is driving and is taking the call without video on – and we are back to an audio call with no visual cues!
Using this article from FastCompany as our guide, here are my recommendations for planning and structuring your phone call or Zoom meeting for maximum productivity and to ensure you are well understood by your clients and colleagues.
Tip #1 Set Yourself up for Success
First and foremost, it is important to familiarize yourself with the tools you are using. I recommend doing some research into the communication tools you are using in the workplace, whether they be phone, Zoom, Microsoft Teams, Slack etc. Having a strong understanding of how these tools work and how they can be used to your advantage is a great way to start off your virtual communications, on the right foot. Here are some great tips on how to use Zoom in a professional setting.
Tip #2 Use Appropriate Greetings and Goodbyes
When communicating over the phone or on video, it can be difficult to build a rapport and a connection with the person or persons you are speaking to. By jumping right into the ask or point of the call, rather than breaking the ice or warming up the call (for a minute or two), you inadvertently set a bad tone for the rest of the meeting. Instead, I’d advise you to start with “How is your day going?” or “Our call is set for 45 minutes; do you still have that amount of time for our conversation today?”
Tip #3 Be an Active Listener
I highly recommend preparing for your phone or video call in advance to ensure you communicate your information or opinions effectively. Keep your sentences short and to the point, but ensure your tone is engaging and professional. It is a good idea to write down your thoughts prior to a phone or video call so you can reference your notes throughout the meeting. Make sure that your reason for the call is clear and stated early on in the conversation.
During your business phone call or videoconference, be sure to be an active listener and be respectful of colleagues and clients when they are speaking. It can be difficult to stay engaged when speaking to a screen so take extra care to show you are listening via your body language. Asking insightful questions can help to guide the discussion and help all parties come to a solution or mutual understanding.
Tip #4 End With a Call to Action
In business phone calls or meetings, there always should be an end goal or desired outcome. To ensure all parties are clear about the expectations and next steps, I highly recommend reiterating action items and further questions at the end of your call. This will not only clarify any confusion; it will give you a clear direction on the best next steps for this project, client, or problem. Giving clear and decisive direction is important when reinforcing the purpose for your call or your meeting.
Take Proactive Steps to Improve Your Business English Fluency
If you find you are still struggling to be understood after implementing all these steps, perhaps it is in your best interest to get additional support from a business language coach. Working with a business English language coach, who specializes in coaching executive professionals, will help address issues you may struggle with when communicating virtually. As an English language coach who works directly with business professionals for whom English is not their first language, I can help to tailor your language learning to your specific skill set, your industry, and your role.
Schedule a 30 Minute Complimentary Meeting to meet Sandra via phone or video. Find out if you both are a good fit to work together. Come to the call with your questions and what business communications challenges you’d like to get help with.