What is the biggest resistance to using virtual meetings? Yes, you guessed it. The technology.
It doesn’t really matter whether the technology is a teleconference, webinar or virtual world presentation. It could be a videoconference, which could win you, press exposure, new clients and millions in sales. It doesn’t really matter what these virtual media could do to your business. If you aren’t going to use them.
Virtual meetings only work if you get past the resistance to learning new technology.
Sure, there are some folks who seem to ace the technology. But then there’s the rest of us. And in the still of the night, looking into the mirror, we may actually confess.
We’re techno phobic.
If you are reading this, and this doesn’t apply – great. Perhaps it applies to your boss. And that’s why he or she thinks virtual meetings are only slightly better than doing nothing.
Perhaps that’s why he or she doesn’t want to fund your efforts to hold more virtual team meetings. Maybe they could care less about you exploring virtual world presentations for your clients. And this is why they keep talking about classroom training instead of virtual training for new employees.
Even if you think this doesn’t apply to you, someone around you is techno phobic. If it’s not your boss, it could be your client. Or perhaps, certain executive members on your team.
This is important to find out. Are you afraid of new technology? Is your client or someone on your team experiencing technophobia? Is your boss resistant?
If you find any ‘yes’ answers, this is the very first obstacle you need to dismantle.
Here is a 7-point plan to disarm, dismantle and dispel the fear of technophobia.
Point 1 – Acknowledge
Share your own fears and insecurities. Make it personal and ‘fess up to a time when you were afraid to learn a new technology. If you can’t think of a time, then you better make one up! Otherwise, no one will believe you.
Share stories of peers who were initially afraid of technology. This is especially effective if you can get quotes from peers the person knows. I like to look for quotes from people who are in the same organizational level or in parallel industries. If you are talking with a director of sales, have a quote from another director. Senior VP, get testimonial from another senior executive.
This lends clout and is highly believable.
Basically, you are acknowledging their pain. Once you form this common bond, you can move on. Next, you will lead them into the future.
Point 2 – Share examples of positive change
Phobia is illogical. Yes, it looks real at the time. In fact, that’s the nature of Fear. Did you know the word fear could be seen as an acronym? False Experiences Appearing Real.
Share this acronym with your boss, teammate or client.
Then, share examples of things you found difficult to learn or use at first. And now can’t imagine living without. Driving a car. Writing. Using a computer, cell phone or pager.
It doesn’t need to be the exact same technology to have an anecdotal impact. Tell a compelling example of when you learned to do something you were afraid of. Riding a bicycle. Cold-calling on prospects. Leading a meeting for the first time. Pick an example, which is easy to relate to.
Don’t stop here. Move on to change what seems difficult, impossible, or scary – into something, which is easy to learn.
Point 3 – Break it down into do-able steps.
Break down the ‘how-to’ get started into tiny steps. Make the steps as small as needed so the person you are working with can get comfortable. Take baby steps.
If at all possible, draw an overview map of all the steps. This helps your techno phobic client, boss or team mate feel comfortable. If they forget the steps, they still have a map to refer to later.
Hint: Watch out to not have an overwhelming number of steps. Keep your ‘getting started’ on the technology overview to no more than 7 steps. This will help your colleague feel comfortable and able to proceed.
Even with your overview and step-by-step instruction, you may find your boss, client and peers want more. That’s when you know to move to Point 4.
Point 4 – Get professional help
Direct training to people not only by the technology solutions. Yes, you need to cover the technology basics of each service provider. And you can do this with live training or online training. But don’t stop there.
Use training to answer specific usages. Most people want to know how to improve their type of work – sales, leading virtual teams, or making virtual presentations. Each of these situations will call for different skills to take advantage of the technology.
Take advantage of online solutions. This can include online video courses such as offered at Virtual Meeting Solutions. It may include on-demand webinars on hot topics. Professional help may be the fastest solution to solve technology fears – self-directed learning in the privacy of your world.
After training, aim to get people using the new technology.
Point 5 – One on one coaching
Many people will take the training, and then want more private help to get completely comfortable. This is a good thing. In the privacy of a coaching session, they can ask questions, explore particular issues and increase ease with the media.
Use this shoulder-to-shoulder coaching time to work out the kinks.
Start where they are. If they need help with organizing email – follow their needs. Don’t worry about more advanced applications such as document sharing or audience polling. Wait until your client feels comfortable with the most basic use of the technology.
Then, and only then, move on to show them what else is possible. Keep in mind; shorter and more frequent coaching sessions are infinitely more effective than one long blast of information.
Hint: Solve their biggest problem. If you can make their technology life easier, faster and less stressful, they will want to learn more. Don’t just do a data dump on what you know. Focus on what they want they need and want to know.
The best way to keep using new technology is to experiment. This means moving past the ‘get it perfect’ mentality.
Point 6 – Experiment with feedback
Few people are perfectionist experts after the first time using any technology. Set your expectations accordingly. Create an expectations list with increasing risk. Consider this as experimentation criteria. This may include something along the lines of:
1. Prepare a webinar flow
2. Co-deliver with an expert
3. Co-deliver with an expert to an internal team
4. Deliver without an expert to an internal team
5. Co-deliver with an expert to a long-term client
And so on. Encourage trial and error. Use errors as a jumping board to improve design and delivery.
Hint: Co-present with a technical expert. This allows you to get up to speed in your own time. You can relax in knowing that any technical issues will get resolved. You can focus on delivering your message, facilitating dialogue and gaining confidence in your skills.
Hint 2: Deliver to an internal team first. This is less risky than delivering your first webinar, videoconference or virtual world presentation to an external client. Start in small steps. Get comfortable and then escalate.
As you help yourself or your colleagues, keep focusing on what will make them comfortable. Take a look at the next step for ideas on how to do this.
Point 7 – Increase comfort
Everything gets easier with practice. But even professional speakers, presenters and leaders suffer from self-consciousness. Many people are camera shy. So, when it comes to turning on a PC camera, or standing and delivering a videoconference – you might find yourself coming up with all kinds of excuses.
The best way around this is to practice. Work in front of the camera. Get used to presenting and then playing back what you see. Watch your outputs with a peer, colleague or coach. Ask for direct, supportive and directive feedback.
Don’t let a bad-hair-day throw you off. The Hollywood starts, TV anchors and presidential candidates all have image consultants. And make up artists. You might not be so lucky.
You have to work on your own image. Check out your clothes to find a color, which works best for you.
Hint: White shirts often pick up too much light for video shoots. Even if your shirt looks good in-person, experiment with colorful, no-pattern shirts for working on video.
In addition to image, many people will cite security issues as a reason for being reluctant to give webinars and video conferencing. Check with your IT department, tech folks or web conferencing provider. Make sure that you have system security. With this stamp of security, you should be able to feel confident that your data, meetings and documents are not in jeopardy.
Finally, work in advance with any co-presenters. Rehearse your introductions and hand-offs. Remember that your virtual audience is experiencing your co-presentation as one unit. Make this seamless for them.
Hint: If you are short on rehearsal time, use a Virtual Meeting Success Protocol to break out content, delivery and transitions. This is a fast way to organize data and delivery – even if you have minimal preparation time.
As you can see, these 7 steps are not hard to do. Yes, they take a bit of investment and strategic focus. But the payoffs are huge. If you, your boss, your teammates or your clients have been resisting new technology, you now have a plan of action.
Use this 7-point plan and you’ll have a repeatable process to help dissolve any resistance.
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