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Voice-activated: how to connect with others in a virtual world
According to a recent Stanford Report, video chat platforms such as Zoom have design flaws that exhaust the human mind and body. So, how can you ensure you have a warm, dynamic voice that helps maintain engagement in a virtual world? Maria Wilhelmsson and Francesca Giulia Mereu offer some helpful techniques.
When you’re in the same room as your interlocutor, a wealth of contextual and non-verbal clues helps you (often subconsciously) interpret their level of engagement. A closed sitting posture, crossed arms, or a skeptical facial expression may indicate resistance to what you are saying, while the colleague who fiddles impatiently with their pen may be frustrated by you speaking for too long.
In virtual settings, however, a large portion of non-verbal and contextual information is lost – warm handshakes, affirming nods, and friendly smiles (or their opposites) are replaced by low-quality images, or simply a black square with a name. This means:
- With only the head showing, body language is largely invisible.
- Facial expressions may be pixelated or frozen (if cameras are even switched on).
- The physical energy and presence of an in-person meeting is not available to you.
- The widespread use of virtual backgrounds removes the environmental context.
The voice takes center stage
But, while virtual settings offer fewer physical cues, they mean a greater role for a powerful tool we often take for granted: the voice.
Without the full spectrum of body language information, your voice is key to how your message is received and interpreted. It becomes the primary instrument for conveying not just your message, but also your emotions, intentions, and willingness to build trust and find solutions.
As a leader, your voice has the potential to be an intentional tool for influence – a potential that is increased by the change of setting. It acts as a bridge, connecting you with others on both an intellectual and emotional level, and is the vehicle for sharing ideas, building relationships, and navigating the complexities of virtual collaboration.
“Beyond the literal words you speak, your accent, tone, and pacing all paint a picture of who you are and how you feel.”
Tuning in to your vocal landscape: two steps
Beyond the literal words you speak, your accent, tone, and pacing all paint a picture of who you are and how you feel. Do you sound confident and passionate, or hesitant and unsure? Is your voice supporting your content? Does it signal that you are genuinely engaged in the conversation, or simply going through the motions?
Step 1. Develop vocal awareness
The easiest way to develop your vocal awareness is to listen to a recording of yourself speaking in a virtual meeting and check for:
- Energy level: How energized does your voice sound? Are you speaking at a low volume, somewhat monotone, and with some vocal ‘fry’ (gravelly voice)? Or are you speaking quickly, loudly, and with vocal variation? Where are you on a scale of 1-10? (1 being a sulking sloth and 10 an overcaffeinated squirrel.)
- Airtime and clarity: How much airtime do you use compared to others? How clearly and efficiently do you get your message across? Are you brief or wordy?
- Tone and emotion: How would you describe the perceived emotional state of your voice (e.g., competent, warm, dynamic, calm)
Step 2. Be intentional
Before a meeting, think about how you would like to show up to make the meeting productive. Then check in with your current mood and energy level. Is there a gap between your current state (annoyed) and how you want to come across (enthusiastic)? If so, what do you need to do to shift your state? A quick stretch? A glass of water? A kind word from an empathetic colleague?
Once you’re in the meeting, tune into the soundscape and sense the energy levels and emotions. What does the meeting need and how can you positively influence the conversation with your voice?
Choosing between two energy dynamics
Two contrasting techniques are available to you to increase audience engagement: raising your listeners’ energy, or calming it. Which approach will ensure your colleagues engage and contribute better?
Dialing up the energy: tips for engagement
Say you find yourself in a meeting that’s stuck on low energy – people are mostly silent, ideas are stagnant, and you can practically feel peoples’ tiredness through the screen (possibly a hangover from the previous meeting). It’s time to inject some life into the proceedings! Here’s how:
- To energize your voice, activate your body: Subtle shifts in posture can have a big impact on your voice. Shake off that hunched posture and make yourself wide and tall, with a long neck. Think “up and towards” – lean slightly forward, as if you’re about to share a secret.
- Gestures make your voice come to life: Even if your hands are off-camera, using gestures will make your voice more animated and expressive.
- Volume and emphasis: Don’t be afraid to turn the volume up a notch (without shouting, of course). Emphasize key words and phrases by enunciating slowly or speaking more energetically.
- Articulation is key: Activate your articulators – tongue, teeth, and lips – to ensure you’re pronouncing words clearly and crisply. This adds energy and professionalism to your voice.
- Smile: Even a subtle smile, though unseen, can brighten your delivery and make you sound more approachable.
- Get personal: Engage your colleagues by addressing them by name, asking their opinions, and inviting them to share their thoughts.
Take a few deep breaths, exhaling slowly and fully.
Navigating conflict: the art of de-escalation
Just as you can use your voice to energize a conversation, you can also use it to create a sense of calm, especially when disagreements arise. Here are a few ways to de-escalate tension:
- Ground your presence: Relax your posture, uncross your arms and legs, and feel your feet firmly planted on the floor. Relax your belly and imagine your body sinking into your chair. This physical grounding can help you feel more centered and in control of your voice.
- Breathe: Take a few deep breaths, exhaling slowly and fully. This helps to relax your facial muscles and release tension in your jaw, leading to a calmer and more controlled voice. You can do this while speaking.
- Slow down: When emotions run high, slow your speech. Allow for longer pauses between sentences to give yourself time to think and to allow your message to sink in.
- Embrace the vowel: Focus on elongating the vowel sounds in your words. This naturally slows down your speech and creates a more soothing and melodic tone.
- Use downward inflection: Try ending your sentences with a downward inflection. This subtle shift in pitch can make you sound more authoritative and less confrontational.
- Name the emotion: Sometimes, simply acknowledging the tension in the room can be very disarming. You might say something like, “I sense there’s a lot of passion around this topic,” or “It seems like we have some differing perspectives here.”
Record yourself regularly during virtual meetings and listen back to analyze your vocal patterns and deepen your awareness of them.
Making your voice a part of your influencing toolbox
Mastering the art of using your voice effectively takes motivation, time, and practice. Start by identifying and weeding out vocal patterns that tend to have unintended negative impacts (for example, your habitually rapid speech might make you sound nervous or insecure; while brief, sharp statements likely come across as curt and dismissive).
Record yourself regularly during virtual meetings and listen back to analyze your vocal patterns and deepen your awareness of them. Ask for feedback from trusted people and observe others – notice how different voices make you feel and identify what techniques they use that you might want to emulate.
Start by practicing one or two new techniques at a time and gradually expand your repertoire. The following articles will help you come across with warmth and competence, and how to use your voice to bolster your leadership skills:
Key learning
In a world where virtual communication is the norm, your voice is a unique and valuable asset. By leveraging its power and learning to wield it effectively, you acquire an always-available tool to overcome communication challenges and build stronger, more genuine relationships.
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