Thrive in Video Presentations
We have quickly pivoted to a schedule filled with endless video meetings. They are both wonderful and horrific, especially with the reality of days with 8-plus hours of video calls. From what I’ve experienced, we all need some help in adapting our management and communications style to the unique aspects of video. As a start, this is a great 4-minute video from communications expert and executive coach Tyler McManus on simple tips for improving virtual presentations and meetings. As always, a foundation of preparation, having a clear structure and ensuring the crisp delivery of your content is essential.
Here’s a cheat sheet of notes from the video for easy reference:
1. Preparation Matters Even More
It’s very difficult to read the room when you are on a video conference call which limits your ability to adapt in real-time, so it becomes even more important to think about the objective of your meeting, your participants (what’s important to them and how they like to receive information) and the best way to package up the time and content to be as clear, concise and connected as possible. You have to put the time in to make the time count.
2. Your Set-up is Critical
Your meeting participants may have just been helping the kids with their math homework or could be jumping into the meeting after a 5-hour marathon of other video calls. You have a small window to help get everyone engaged, focus and prepped for the meeting ahead so you can drive towards creating value. Don’t waste it. You need to have a clear outline of the purpose of the meeting (the What), why it is important and timely (the Why), how the meeting will run (the How) including agenda plus protocols like video on and how questions will be handled (maybe in the chat?) and finally, what success from the meeting looks like (the Outcome). Always have this mapped out and ready to go.
3. Active Listening & Constant Query
People aren’t as visible, nor are you as a meeting host and presenter, so you must be a champion for people’s attention and participation. Create space for the group to provide feedback. Summarize and reflect the feedback in your content. Be purposeful in ensuring everyone is participating and use questions to provoke dialogue and engagement. It’s not all about what you are saying, but the journey you are going on as a group towards the desired outcome.
4. Bottom Line on Top
It’s not easy to get messages to break through the clutter, and this is even tougher in the modern video conference meeting, so your content and key messages need to be even clearer. Limit visuals to when they really make sense and always lead with the headline. Edit like crazy.
5. Summarize Frequently
Take the time to summarize the content at natural and significant shifts within the meeting agenda. Keep everyone engaged and aligned. Confirm alignment. Provoke for any additional feedback.
6. Direct People’s Attention
You can’t use your body to direct people’s attention the same way you would in an in-person meeting, so if you are referencing particular slides or content in a document, be specific and direct on where people should be focussing their attention. Use digital tools, like pointers, when available.
7. Watch Your Pace
You need to slow down even more to create space for both people to process and participate. Another good reason to be even more ruthless on how you edit and streamline your content around your objectives.
The fundamentals for great communications and meetings haven’t changed, but some of the tactics need to shift to adapt to the realities of video. This is quickly becoming the new normal, it’s worth investing the time and attention to get better at it.