The current situation has left many people scrambling to figure out how to communicate online. This includes giving presentations for defenses, conferences, meetings, etc. If you find yourself having to present online, here are five things to keep in mind.
What do you want people to learn? Since people are all tuning in remotely, people have far more distractions around them including kids in the other room, animals at their feet, etc. Therefore, having a clear goal in mind is more important than ever. Make sure you can distill your message into one sentence. Get rid of any information that doesn’t directly support the purpose of this talk.
2. Reveal info as you say it
If you are showing a PowerPoint, it is going to take up the majority of people’s monitors. People will be focusing on the changing images in front of them. Therefore, you need to animate information onto your screen as you talk about it. If you have everything on your slide at the very start, your viewer's eye will wander around. Instead, animate each point as you bring it up. That way, the images are directly supporting your idea as you introduce them.
3. Minimize filler words (so, um, uh, like)
When you don’t have the advantage of being physically in the room with people, your audio plays a larger role. If you always start a new slide with “So”, it will distract from your main message. To minimize filler words, map out how you will transition to each new slide. Go through your entire presentation and only allow yourself to say the first sentence of each slide. Practice eliminating the filler words. That way, your message isn't diluted with words that aren't important.
If you are sitting at a desk, don’t hunch over to speak. It will affect your voice and breath. You will end up sounding more nervous than you are because you aren’t able to breathe easily. I recommend standing up so you can move a little and feel more active.
5. Camera Angle
Since you aren’t able to be in the room with people, you want to do everything in your power to simulate a real conversation. This includes setting the camera up at eye level. If your camera is too low, people will be looking up into your nostrils. The lower angle is also distracting if you speak with your hands. If your camera is at eye level, you can still speak with your hands and they won’t cross over your face. This lets people focus on what’s most important, which is connecting with you and your ideas.
We hear it all the time, “practice, practice, practice.” But what we don’t hear is how to practice. That’s why people are often surprised when they rehearse a presentation and it doesn’t go according to plan. If you’re going to take the time to rehearse your ideas, you want to make sure you are doing it in the most effective way. Here are some tips to keep in mind next time you are practicing a presentation:
Most people practice their presentation in the most convenient location —in front of their computer. However, when you do this, you’re normally hunched over a desk mumbling to yourself. Instead, you want to make sure you are practicing your presentation in the way you will be giving it. Step away from your desk, stand up straight, and use your full voice when practicing.
2. Don’t rely on the slides
The other thing that happens if you practice a presentation while staring at a computer, is that you get used to looking at your slides. Then, when you get in front of an audience, you end up needing to face your PowerPoint to remember your content. Audiences don’t come to a talk to see your back turned to them. Instead, practice looking up and only check in with your slides when you click to a new one.
Many people have had the terrible experience of “blanking” in front of a crowd. They forget what they want to say next. Most of the time, this happens because they haven’t practiced their transitions. Double-check that all your transitions are mapped out in a logical order.
When you click to a new slide, you don’t want to be looking at the slide and think, “How should I start this one?” Instead, map out the first sentence of every slide. That way, when you click to a new slide, you know how to begin. It will help you stay confident and keep the audience engaged.
5. Break it down
If you have a long presentation (over 20 minutes), don’t try to rehearse the whole thing over and over. Instead, break it down into smaller sections. Practice the first 10 minutes, then take a small break. Then, practice the next 10 minutes. That way, you aren’t tired by the time you get to the half-way point.
Next time you have a presentation, practice in the most efficient way possible. Get out from behind your desk, look up and away from your slides, make sure your content is logical, know your transitions, and break down longer talks into smaller sections.
Teams are powerful. People work together to accomplish shared goals. Team members are encouraged to think outside the box and come up with solutions to current problems. However, even if you have a great idea, sometimes it can be difficult for others to see it from your point of view. Before sharing your latest idea at your next meeting, think about the answers to 3 questions:
1. Is it repeatable?
If you want people to remember your suggestion, they have to be able to repeat it. Many times suggestions are too complex for people to recall. In one sentence, what is your idea? Make sure it is succinct and to the point. If your suggestion can’t be repeated, then no one will want to put it into action.
2. Is there a story behind your suggestion?
Many people make suggestions but forget to tell the story on how they arrived at that idea. If I’m going to see it from your point of view, I need to know what you were going through to think change was necessary. Stories help us create emotional connections with worlds that we aren’t currently in. A quick way to make people care about something they aren’t currently dealing with, is to tell them a story about it.
3. How will things improve?
Whenever you make a suggestion, be sure to end on how things will improve. Give people an image of how life will be better because of this new idea. It can be easy to slip into why things are hard or how you are struggling. Instead, end on a positive note. You want people to know that, even if your suggestion might be a bit of effort, things will be better once your idea is put in place. You want people associating this idea with positive emotions rather than negative ones.
When you present an idea, you want make sure it has an impact. The best way to do that is to make your suggestion repeatable, tell a story on how you arrived at that idea, and end on a positive note.
Many people hate small talk. They’d rather engage in “meaningful" conversation. However, if you think about it, small talk can be quite meaningful. It allows people a safe environment to find common interests, engage with people they don’t know well, and connect with others outside their immediate bubble.
If you aren’t sure how to begin a new conversation, try categorizing small talk into these three categories:
1. Personal — plans, ideas for activities, things to watch, etc.
"Any plans for the holidays?"
"I love exploring the outdoors. Do you have any recommendations on places to visit?"
"I've been watching this great new show _______. Have you seen it?"
2. Professional -- work, research, news articles, etc.
"What do you do?"
"I've been working on this project lately where _______. What are you working on right now?"
"Did you read that article on _______? I found it interesting how _______."
3. Location and environment — things in the area, events, the weather, etc.
"Have you been to any farmer's markets around here?"
"I heard there is a fair coming into town. Have you been before?"
"I love this time of year when it gets a little colder. Do you have a favorite winter activity?"
Now once you start a conversation, the trick is to keep the dialogue going. If someone isn't familiar with the idea you bring up, don't just answer "yes" or "no" and leave it there. Instead, find a way to continue talking until you find common ground.
"Did you watch the baseball game last night?"
"No, I didn't see it. I was busy testing out a new risotto recipe. Do you enjoy cooking?"
It takes a while for people to feel safe enough to open up. Small talk can be an incredible tool to use. You never know who you will meet and where that one interaction can lead.
Conferences are a great way to share your work, meet new people, and hear about the latest updates in your field. In order for everything to run smoothly, everything is delicately scheduled. And yet, most presenters forget this. They think about how to stand out among the other speakers, but there is one factor that can easily overshadow their presentation. That powerful element: time.
1. Presentation Schedule
If your speech is the one before a restroom break or before a meal, end on time. Even if the presenters before you took too long, find a way to condense your presentation. Always have a backup plan ready. People have a schedule in front of them. Once the clock gets to a certain point, no one will be listening to you. Shorten a few slides and end on time. The audience, and the conference coordinators, will thank you.
2. Too Much Content
An audience can always tell when a speaker puts too much content into a presentation. It’s either too complicated for the time allotted, or the speaker speeds up the delivery to get through all their slides. You want your audience to know that you crafted this presentation for them. That you thought about the best way to present this information in this specific time frame. By editing your content, you allow the audience time to think about and absorb your ideas.
3. Being "Almost Done"
Even the best presenters fall into the trap of saying phrases like:
“Just to conclude…”
“To go through this quickly…”
“To wrap up…”
While the phrases themselves aren’t bad, they are if you say them when you have more than 2-3 slides left. Don’t tell the audience you are almost done, if you aren’t. It makes them question you, and therefore the information in your presentation. Instead, just explain your ideas. If you don’t bring it up, people won’t be thinking about it.
Time can easily dominate a presentation. With a little preparation, you can take back that power. You want your audience to focus on what’s most important — you and your ideas.
Music is powerful. It sets the mood for an event before it starts. The tune that plays while you wait for your telephone call to be transferred is strategically picked to keep you calm before talking to a representative. A single song at a wedding can get everyone jumping to their feet. And at a sporting event, a song can ignite everyone clapping together in unison.
For your next speech, consider leveraging the power of music to elevate your presentation.
1. Playlist to listen to before an event
Certain songs get you pumped up. They stop you from playing the to-do list in your mind and help you focus on the present. It can get you into a specific mood. I suggest having a playlist ready before you go to any large speaking event. Baseball players do this all the time. They have “walk-up” music. When they hear a certain song, it gets them in the right headspace to bring their A-game.
2. Music as people enter a space
Before your event starts, have music playing to set the mood. I normally play some type of easy jazz. That way the first few people coming in aren’t walking into a silent room. You want people to feel comfortable enough to turn and start talking to a neighbor without the fear that everything they say will be heard. As a presenter, you want the room to already be buzzing with energy when you start your speech. Music can help you do that.
3. Music during breaks and transitions
I also recommend playing music during breaks or at the end of your talk. It helps keep the energy going throughout the entire event. People feel freer to socialize or chat with friends if there is some sound in the background. As a presenter, you are providing a space for people to feel comfortable enough to let their guard down and learn. Creating an environment where people can chat and mingle with neighbors will elevate their overall impression of an event.
I suggest using music as a tool before, during, and after your presentation.
While all of the content in a presentation is important, there is one part that matters most — the introduction. That is the first moment when the audience can connect with you and form an opinion on whether you are worth listening to.
However, even though this is one of the most critical moments, people rarely practice it! They know how they want to start talking about their content, but actually saying “Hello” to a group is rarely rehearsed. Part of the reason for this is that the way people are introduced is constantly changing. If you aren’t sure how you will be introduced, how can you practice your greeting? The way around this is to practice your introduction for various scenarios.
Here are 5 introductions to prepare:
In all these situations, practice how you will graciously thank the person for inviting you to speak and then transition into your presentation’s content. That first moment is the most critical part of a presentation, and you need to prepare for it.
The video interview is an integral step in the hiring process. Before your next video interview, please read these tips:
1. Have a clean background
You want the interviewer to focus on you, not what is happening around you. You don’t want your weird poster to distract the interviewer. It's always better to have a clean background so that you are the most interesting thing on screen.
2. Different screen widths
Even if you have a clean background, you should remember that Zoom, Skype, Google Hangouts, and FaceTime all have different screen widths. So, even if your background is clean on a FaceTime call, when you use Skype the blanket you have crumpled up in the corner of the room might be visible. Be sure your background is clean in all video mediums.
3. Put the computer at eye level
Most computer screens are below your chin, which is one of the most unflattering angles possible. Instead, raise your screen so that the camera is at eye level. You want to mimic an in-person conversation as much as possible. Real conversations happen at eye level.
4. Don’t wear stripes
Small stripes are hard to for a camera to capture. You don’t want to look like your shirt is vibrating on screen. Stick with solids or simple patterns over stripes or dynamic patterns. You want the interview to focus on you, not your wardrobe.
5. Plug in your laptop
Video streaming takes up a lot more battery than normal. The last thing you want is for your computer to die during your interview. Always make sure it is plugged in.
6. Have notes
Have your resume, information about the company, questions to ask the interviewer, and any other notes you need easily accessible. Be sure to take advantage of the fact that you can set up your interviewing space however it will benefit you the most.
7. Have water nearby
It’s always better to have water nearby. You don’t want to get a tickle in your throat during your interview and have to go into another room to get a drink of water.
8. Do a test run
Technology is amazing. It’s also notorious for breaking down just when you need it the most. Be sure to test your technology in the room (and in the clothes) you are planning on using for the interview.
9. Look friendly as the call connects
If you are staring at your screen and intensely watching as the call goes through, your face can look worried or frustrated. Instead, as soon as you go online, try smiling so that the first thing your interviewer sees is a friendly face.
10. Know how to share your screen
Sometimes people will ask you to share slides from a presentation. This means you will need to know how to give them access to your desktop. Know where this feature is, and how to use it. You also want to be sure that you minimize any tabs before sharing your screen.
1. Presentation Preparation: Feel Bigger Than You Are
Normally people practice their presentations hunched over in front of the computer. If the main way you’ve practiced saying these words is sitting down, talking quietly to a screen, it will be hard to feel comfortable standing up tall in front of a crowd. In order to effectively command a room, you need to practice feeling bigger than you are, not smaller. An easy way to practice this is to rehearse your speech standing on a stool or chair. Notice how your perspective, posture, and vocal power change.
2. Before You Walk Up: Tense and Release
When you are worried about a presentation, your body reacts by slowly tensing up. This tension accumulates and will affect your performance. Therefore, before your speech, as you’re sitting in your chair try squeezing your feet, legs, stomach, and hands. After about ten seconds, release. Feel that ease. By adding in extra tension and then releasing, you remind your body that it can relax. This will help your nervous system go back to neutral.
3. As You Begin the Presentation: Fully Exhale
Most people hold their breath before starting a presentation. They are so worried about remembering their content, they forget to exhale. To calm yourself down, I suggest exhaling as you walk up to give your presentation. You want to start speaking with a full breath, rather than with one you’ve been holding. You can even think of saying “Hello” as a sigh. This way, you’ve incorporated multiple ways for your body to relax before you give the presentation.
By practicing your speech standing up tall, releasing the tension in your body, and exhaling before you begin, you can start to overcome the nerves you feel before giving a presentation.
With so many people working remotely or traveling for work, they often find themselves having to give presentations over the phone. They either send their PowerPoint ahead of time for their audience to download or don’t use slides at all and give an oral update on their current project’s status. While it can be more convenient to do this, it comes with a unique set of challenges.
Here are 3 things to help you deliver a captivating presentation over the phone.
1. Don’t lean over to speak into a phone or mic
If you are giving your presentation into a phone or Bluetooth conference speaker set, try not to crouch down when delivering your speech. When you hunch over, it affects your posture, which in turn, affects your voice. If your voice is the main tool that you’re depending on for the speech, you want to make sure it is as clear and powerful as possible.
2. Move around
Since you don’t have the benefit of seeing your audience, your presentation can sometimes feel a bit static since there isn’t anything happening in the room. Therefore, try adding in movement. Pretend you’re walking down the hall with someone, or try standing up in your room as you deliver your ideas. Adding movement can help energize your presentation.
3. Visualize the person
It is very hard to give a phone presentation to someone you haven’t met. That’s because you don’t have an image in your head of what they look like. Part of your attention is focused on that unknown. One way to help this is to look up their photo beforehand. Or, if it is a large group of people, decide what a few people look like ahead of time and visualize speaking to them. Then once your meeting starts, you won’t be trying to imagine what these individuals look like, you will have already figured that out.
As phone presentations become more common, you want to be sure you have a box of tools to rely on. Keep these tips in mind next time you have to give a presentation over the phone.
Bri McWhorter is the Founder and CEO of Activate to Captivate.