How to make video calls less awkward

Efficiency or awkwardness

Video calls have become an essential part of modern business communication. They allow teams to stay connected, clients to be engaged, and projects to move forward all without the need for travel. But while video calls are convenient, they also come with their fair share of awkward moments. From those stilted “hellos,” confusing introductions, and talking over each other, to the infamous “You’re on mute,” it’s no wonder many of us approach video meetings with a mix of anticipation and dread.

So, how can we make video calls smoother, more professional, and less awkward? Here are some practical tips to help you strike the perfect balance.

1. Open the meeting early for chit chat

Small talk is inevitable. Someone will ask, “How are you?” or “Did you have a nice weekend?” and suddenly 15 minutes have slipped by, leaving the host awkwardly trying to steer the conversation back on track.

Instead of letting this derail your meeting, plan for it. Open the meeting five minutes early specifically for informal chatter. This way, people can connect socially without eating into your actual agenda. Then, when the meeting officially starts, everyone is ready to focus. Communicating this in advance sets expectations and keeps things professional.

2. Always set an agenda

Even for a short call, an agenda is vital. It provides structure, communicates what is expected, and helps participants stay on topic. As the host, it’s your job to guide the meeting and ensure it flows smoothly. Don’t be afraid to intervene if discussions start to drift. A gentle, “Let’s circle back to the agenda” goes a long way in keeping the meeting productive without coming across as rude.

An agenda also signals respect for everyone’s time. In today’s world, time is valuable, and people appreciate clarity on what will be discussed and how long the meeting will last.

3. Avoid early and late meetings

While sometimes unavoidable, especially when communicating abroad, early-morning or late-evening calls should generally be avoided. Meetings during standard working hours tend to be more productive because participants are at their best, not reaching for their third cup of coffee or yawning through the discussion.

Scheduling during normal hours also shows consideration for your team and clients. It’s a small gesture that can make people more willing to engage, participate, and contribute effectively.

4. Eliminate distractions

There’s nothing more frustrating than trying to concentrate while your colleague’s dog barks incessantly in the background, a child wanders past the camera, or your office neighbour chats loudly just outside the window.

While you can’t control everyone else, you can control your environment. Encourage your team to maintain professionalism: choose quiet spaces, use headsets if needed, and mute microphones when not speaking. A clean, uncluttered background or even a subtle virtual background can also help reduce distractions. A little preparation goes a long way toward keeping the meeting focused and professional.

5. Encourage participation

Video calls can sometimes feel one-sided, with a few dominant voices while others stay quiet. Unlike in-person meetings, it’s harder to read body language and gauge engagement.

Encourage participation by actively inviting people to share their thoughts: “What’s your take on this?” or “Does anyone have examples to share?” Using features like polls, chat, or reactions can also keep everyone engaged. The more interactive the call, the less awkward it feels.

Accept that some awkwardness is natural

Let’s be honest video calls will never be a perfect substitute for face-to-face interaction. You can’t read the room the same way, and spontaneous conversations just don’t happen. But acknowledging that some awkward moments are normal helps everyone relax.

By planning effectively, keeping distractions minimal, and encouraging participation, video calls can become a natural, productive part of your workflow rather than a source of anxiety.

Summary

Video calls are here to stay, and while they may never fully replace in-person meetings, they don’t have to be awkward. With a little planning, clear agendas, and thoughtful facilitation, you can turn video calls into productive, engaging, and even enjoyable experiences. A good video meeting isn’t just about talking, it’s about connecting, collaborating, and making every precious minute count.