Modern team efforts almost certainly involve teleconferences, and many teleconferences include presentations, often augmented with video or graphics. Delivering these virtual presentations effectively requires an approach tailored to the medium.
he modern workplace, team-oriented for many years, has turned virtual. More people telecommute, many teams are global, and travel costs limit face-to-face meetings. With increasing frequency, we deliver presentations by telephone or Internet. Here are some tips for making your virtual presentations more effective.
Limit interruptions
One site auditing a virtual presentation. The presenter is at another site, controlling the screen remotely. Note that the display doesn't occupy the entire screen, and that a minor adjustment of the projector position would probably make things much better. In all likelihood, the presenter has no idea that the image is so small. Thus, even when your presentation makes use of a graphical channel, it's best to assume that at least some in the audience might have some difficulty reading it. Photo courtesy Louisiana Department of Health and Hospitals.
Mute all audible signals in your environment: telephone, mobile phone, PDA, computer, pet macaw and teapot. If at home, disable the doorbell. If in a hotel or at work, use a do-not-disturb sign. Close your office door or find a room with a door to close.
Use high-quality equipment
If you're connected by telephone, have the highest quality available — avoid speakerphones or mobile phones. Use a headset to keep your hands free. If using the Internet, high-speed connections are best. If using video, check the lighting and have a good quality camera.
Use video and graphics only if needed
Use simultaneous Web and video channels in parallel with audio only if the presentation truly requires them. Using video or graphical channels exposes the presentation to technology risk, and that risk should be justified by a need.
Prepare for technical contingencies
Have backup channels in case your intended communication channel fails. Prepare to make do without video or Webcasting if necessary by prepositioning materials for the audience to download.
Attend to your physical needs
Have drinking water available, and drink through a straw if you're using a headset. For your best voice, sit upright or stand.
Have good access to your materials
If you need reading material, avoid paper shuffling by spreading the pages on a desk, or tape them to a wall if you aren't on camera. If you're on camera, use a teleprompter or cue cards. Keep a notepad and pen handy. Have your appointment calendar ready.
Guide your audience
Use simultaneous Web and video channels in parallel with audio only if the presentation truly requires them
If your audience is following your presentation in written form, announce your place whenever you change to a new page or slide. If some exhibits are documents, prepare them in advance with page numbers, line numbers, internal hyperlinks, and bookmarks to ease direction and navigation.
Remember the recording
If your presentation is recorded, and if some of the audience is present audio-only, take care to describe explicitly what they cannot see: page or slide numbers, features of graphics, URLs and other items they might not have.
Speak clearly
Speaking clearly is always essential, but in virtual presentations, you might be unaware of some competing noise sources, such as line noise and local noise at the listener's location.
Be fascinating
In the virtual presentation context, you're competing with powerful distractions for audience attention, including email, texting, games, food and interruptions. Be funny, dynamic and intriguing. Omit long descriptions of what everyone knows.
Most important: every location, every connection, and every presentation is unique. If you want things to go well, practices and dry runs are essential. TopNext Issue
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he modern workplace, team-oriented for many years, has turned virtual. More people telecommute, many teams are global, and travel costs limit face-to-face meetings. With increasing frequency, we deliver presentations by telephone or Internet. Here are some tips for making your virtual presentations more effective.
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Next IssueIs your organization a participant in one or more global teams? Are you the owner/sponsor of a global team? Are you managing a global team? Is everything going well, or at least as well as any project goes? Probably not. Many of the troubles people encounter are traceable to the obstacles global teams face when building working professional relationships from afar. Read 303 Tips for Virtual and Global Teams to learn how to make your global and distributed teams sing. Order Now!
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Projects never go quite as planned. We expect that, but we don't expect disaster. How can we get better at spotting disaster when there's still time to prevent it? How to Spot a Troubled Project Before the Trouble Starts is filled with tips for executives, senior managers, managers of project managers, and sponsors of projects in project-oriented organizations. Order by 30 Nov 2008 to receive it at a special price: . Save USD 2.00! Check it out!
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Are you doing work you love? Are you less in love with the job? Bad boss, long commute, troubling ethical questions, hateful colleague? Read Go For It! Sometimes It's Easier If You Run to learn what we can do when we love the work but not the job. It helps you get moving again!
The key to managing virtual or global teams is creating a sense of team despite the obstacles of separation. Read my tips booklet, 303 Tips for Virtual and Global Teams, to learn how to make your virtual global team sing. Newly revised and updated for 2008 with 101 new tips! Check it out!
Are you managing a change effort that faces rampant cynicism, passive non-cooperation, or maybe even outright revolt? Read 101 Tips for Managing Change to learn how to plan and execute your change efforts to inspire real, passionate support. Check it out!
A Tip a Day arrives by email, or by Yahoo! Widget, each business day. It's 20 to 30 words at most, and gives you a new perspective on the hassles and rewards of work life. Most tips also contain links to related articles. Free!
Do you ever wonder if all these meetings are really necessary? (They aren't) Or whether there isn't some better way to get this work done? (There is) Read 101 Tips for Effective Meetings to learn how to make meetings more productive — and more rare. Check it out!
