It is easy to be misunderstood in virtual meetings. Facial cues and tone of voice are more difficult to discern. In order to avoid misunderstandings and potential conflict, try to ask questions without making judgements. When differences in opinions or viewpoints arise, offer another point of view as a way to create like thinking. Keeping these tactics in mind during virtual meetings will help to create a strong team.

Toastmasters is an organization that can help improve speaking skills. They offer templates to craft many different types of presentations or messages to be delivered. One of them is how to deliver a thank you speech after winning an award. Acknowledging those who ensured success is important. An acceptance speech is not a forum to air grievances or promote matters that are unrelated to the award. Instead, adding a succinct anecdote about the journey on the path to success is meaningful and appropriate.

Recently I attended a family function celebration. When some family members were asked to speak, they did not know what to say about the guests of honor. Always be ready to speak at a moment’s notice. Start by either talking about the reason for the event’s occasion (ex. today my parents are celebrating a milestone anniversary) or tell a story that ties into the celebration (ex. we were just looking at their wedding photos together). Wrap up your brief talk with a sentence related to moving forward after the occasion (ex. they have had many beautiful years of marriage, may they have many more ahead of them). Talking for less than a minute is too short; anything more than a minute and a half too long.

More and more folks today wear hearing aids. They are not just for the elderly any more.  Be sensitive to those who are using them. You don’t have speak loudly, just directly and succinctly. Speaking loudly makes it sometimes harder to hear. Do not act annoyed or impatient, instead, seek to understand. Wearing hearing aids can be very challenging for the new user.

At a recent event, a client was the last person to accept an award. Unfortunately, the other award winners were funny and seemed to have either practiced their acceptance speeches or were adept at adjusting to statements by earlier award winners.

If I had been hired to coach the client on speaking in public especially when accepting an award, I would have mentioned the following critical elements for a winning acceptance speech:

1. Remember, 30 to 60 seconds is the shortest length of time and 90 seconds to two minutes the longest when accepting an award.
2. Differentiate yourself with your own personal story to tie into the thank you.
3. Be generous with crediting the folks who helped you win the award.
4. Inject a bit of humor. It goes a long way.
5. Practice in front a sounding board.

Following these guidelines will give you an 80% chance to give a memorable acceptance speech.

Recently, I had a service person come in (happened to be the owner) who began to tell me what I had done wrong instead of saying there may be a problem but we will do our best to fix it. Can you imagine a consultant or coach like myself right off the bat, telling a client that s/he has tremendous problems? Or you, as a new team leader or team member telling the group: We have problems we cannot begin to solve?

I am not saying that we need to be a Pollyanna but can’t anything somehow be made better? I understand the owner might have been under tremendous pressure but if he doesn’t work for repeat customers, that pressure may just get a lot bigger and lead to more serious problems.

Conference calls are a way of life in business, especially when dealing with global partners. Currently, many of my clients have clients who are not English speaking. We have developed a list of key points for English speaking folks to use when talking with those for whom English is not the native language, always:

1. Speak slowly.

2. Ask if he/she is the person handling this project.

3. Display patience on the conference call.

4. Repeat if there is silence after a question. (You may not have been understood.)

5. Be formal.

6. Use simple words.

7. Suggest you are following up instead of saying “We did not receive the papers.”

If possible, try to have at least one face to face meeting to get to know overseas clients. Establishing relationships is a very important lubricator for smooth business dealings, especially in the Asian culture.

Recently, I was involved in an incident that I considered embarrassing.

I take one on one training on how to use a Mac Air (going on 15 months, now). Because I’ve been a PC user for 25 plus years, it is a completely new way for me to work on a computer.

Technicians who work with me are really very patient. They never make me feel badly when they have to continually repeat answers. So, I thought it would be a nice gesture to bring a bottle of Apple Ice for my main trainer.

However, when he opened the drink, the soda fizzed all over the table, floor and chairs. Instead of being upset, he laughed and turned what I thought was a disaster into a comical situation. He even said it made his day so much better. How wonderful it is to have this sense of humor. It makes life’s little mishaps that much more tolerable and even, at times, more enjoyable.

Often, I am asked to work with folks who tend to ramble and say more than they should. The more they ramble, the less impact their message has.

A great example of this occurred today. A top candidate for a new role in a new company kept going on and on. I even interviewed him the day before and mentioned to him that he tends to go on too long, rambles and talks in circles.

He is a very qualified candidate and frankly, is the candidate of choice. In the interview, he was told what held him back was his rambling. The advice we gave him was to answer a question with a five or ten word description and then stop. Rambling indicates nervousness, lack of confidence and even a possible lack of knowledge.

If you tend to ramble, it is because you have not practiced your answers. A good way to practice is to write the answer on paper and edit it with three bullet points. This will definitely help curb your rambling.

In today’s busy and virtual world, conference calls have become a must versus face to face meetings. I just completed a call that went 60 minutes (originally scheduled for 30 minutes) mainly because the group was not prepared.

They had not fully read the material and the leader had not set an agenda. Each of the participants (4) had their own set of questions and they spoke over one another. Poor reception was also a factor. (Two of the participants were in a car.)

• Always let the participants know if you are going to be in a car driving (which is a real no-no).

• If possible, be the only person on the call in your office.

• Always say your name before you speak.

• Always, after you speak, confirm everyone has heard you.

• Always agree to disagree.

• Always thank everyone when the call is finished.

• Always let everyone know your time constraints.

True etiquette is making the other person comfortable and allowing them to showcase their best.