Practical tips for Online Meetings & Presentations
Whilst life and work are in a state of flux, and restrictions continue to contain Covid 19, you are likely to be spending far more time than usual online.
Work presentations continue and people tell me that their meetings have multiplied!
Added to this, social interactions are still mostly online, along with classes, book groups, current affairs discussions – you name it and it’s likely to be available online.
This means you will need to be prepared to present or contribute via your choice of device as if you were presenting or attending a meeting in person. So don’t get caught out – zooming into a meeting when you’re on your way somewhere, may not be the best. Sounds of traffic or a sudden downpour could be quite a challenge.
As well as the usual preparation, there are additional, practical considerations when using your laptop, Ipad or mobile.
The backdrop
Your audience at a presentation and the other participants at a meeting will be able to see not only you, but your environment. If the presentation or meeting lasts an hour or more, they’ll have plenty of time to study it. So take care what they can see.
Check out those holiday photos on a Majorcan beach, the cuckoo clock that strikes every 15 minutes (though it might ensure the meeting ends on time!), the view into the loo through an open door or your bedroom strewn with clothes and paperwork. What are you putting on public view that you’d rather keep secret? What image are you giving of yourself and what image do you want to put across?
So rather than distract or dazzle those watching you, find a fairly neutral background, or one that’s pleasant to the eye, so that the focus is on you whilst you’re speaking or contributing.
Deliveries, dogs and other distractions
It’s vital your working environment presents a professional image, where you and those you’re talking to or with, can concentrate. So you’ll need quiet and privacy as well whether to protect confidential company information or private personal information.
Take steps to prevent interruptions, like family or flatmate asking questions, a child puffing on a toy trumpet or a puppy wanting to play, from coming in. Close the door and put up a notice “Meeting in Progress”. Check there are no home deliveries. Ideally ask someone else to answer or leave out a note for the delivery company to leave it on the doorstep or round the side.
Clutter and things you don’t need will distract others and as well as you. Remove paper clutter from everyone’s view, including your own, so you can fully concentrate. If you need some notes, graphs, statistics, for example, to refer to, have them easily accessible and let your ‘viewers’ know when you’re about to look down at them, so they don’t think you’ve switched off from the conversation. The same is true if you want to make a few notes or check out information on another device – as long as it’s 100% relevant to the meeting or presentation.
What about your mobile phone? Ideally turn off your phone, and at least put it on silent. Also place it out of your sight, so that a call or WhatsApp doesn’t demand your instinctive attention.
Technological troubles
Have you ever been about to make an important call only to realise your mobile has run out of battery? It’s worth testing the technology, checking for online platform is working, such Skype or Zoom, that your devices are plugged in and the internet is working well. If you’re giving a presentation, can you do a run through of part or all of it with someone who can also give you helpful feedback. If you’ll be sharing the screen, select the documents in advance so they’re at the ready, and be careful not to leave open and share private information by mistake, a deal this meeting doesn’t need to know about, the state of your finances or your dating details!
You’re on screen
When you’re speaking online, the full focus is on you, so your personal presentation is equally important as when it’s in person. Dress appropriately for the occasion, whether formally, smart casual or casual.
Dress to impress. Avoid dazzling dots and flamboyant flowers and wear what’s easy on the eye, unless dazzling is expected, perhaps in the music or fashion industry. Wear a complete outfit. A smart suit jacket worn with a pair of shorts and slippers will look decidedly odd if you unexpectedly need to stand up to fetch something!
Check the light is about right, not full sun, not too dim, so everyone can see you and your body language clearly. Ensure it’s appropriate to the discussion, responsive and with good eye contact – in other words, engaging.
Be prepared
As with all meetings and presentations, thorough preparation is advisable. In the words of writer, philosopher & statesman, Benjamin Franklin “By failing to prepare, you are preparing to fail”. Therefore, do all that you can to research, plan your input and anticipate discussion and questions so that you can deliver, engage and enjoy the occasion.
