Travel budgets getting tight, travel restrictions apply but you still want to stay in touch with customers and colleagues. There are more and more solutions or options available for Web-Seminar, short name Webinar, such as Webex, GoTo Meeting, Teamviewer and many others. But no matter which solution you choose or asked to use, there are definitely humans on both sides of the computer.
This discussion should give you some considerations and thoughts if you present or participate in a Webinar. It might sound profane but hey, I’m getting so fed up with this, I had to write about it.
Whether you join or present to your company buddies, your boss or your valued customers, here are the 10 most important Do’s and Dont’s :
- Never use a mobile phone
Mobile phones in general create a lot of background noise. This is annoying for anybody joining on land lines since you heavily disturb any conversation. Turning your mobile on mute is an option, however it’s cumbersome to switch back and forth. Maybe you need to press 2 buttons on your phone before you can start speaking — The topic of discussion has probably changed meanwhile …
2. Prepare yourself at least 10 minutes before the meeting starts
Always keep in mind, if you are late you are stealing time from the other meeting members. Just make sure you join – or as a host – start the meeting at least 10 to 15 minutes before the official start. If there are connection problems, you will find out early and there is enough time to install required plugins in your browser. Have your phone and meeting number ready and check to set your phone on tone dial (yes, we still use those phones in Europe) If you host customer Webinars, you might want to have a welcome screen up with some basic information about yourself or your company.
3. Introduce all the people on the call
I know this should be self explaining but everybody wants to be aware of anybody in the call. Just make sure you introduce all the people in your room not only yourself. In particular if there are customers joining – ask for the people attending on their side. You wonder why I mention this topic here – because I was caught by surprise several times!
4. Use Mute / Un-Mute
Almost certainly there is some way to actively mute and un-mute selected people on the call. If you present to a large audience using Webinar solutions, mute anybody and introduce Q&A slides regularly where you can un-mute the audience and take questions. This makes it definitely more convenient for anybody in the call. Tell the audience they are on mute.
If you take part in the discussion, keep your own phone muted and un-mute as soon as you want to talk. Nothing is more difficult to stand than somebody breathing in this micro – which brings me to the next topic
5. Use your headset
We discussed not to use mobile phones for obvious reasons, but using a phone handset or speaker is specifically difficult for the audience. If you decide to type your keyboard or do anything else on the side, you might need to put your micro too close to your nose and mouth or your keyboard sends its clack clack clack into the meeting!
The best and most convenient solution is a headset, easy to use and install, keeps your hand free and suppress environmental noise. By the way, eating and drinking is not appropriate just because you think nobody can see you… check the video settings, you might be on air!
6. Sharing your desktop
There is almost always the possibility to share an application only or your entire desktop. If you decide – as the presenter – to share your desktop, make sure to switch off all email, Skype or system messages. Although your conversation with your family, colleagues or other customers can be interesting, it has most likely no relevance for the business. Sharing the application or document might be the better choice but sometimes not practicable.
7. Presenting
No matter of the topic, if you do a software demo for example avoid moving windows around. It might look beautiful on your Aero desktop but it is definitely not looking good for the audience. There are screen delay and graphical issues on any other computer used in the audience. Following your mouse on the screen and understand what you click is already difficult enough….
8. Speak slow, loud and clear
People can’t see your body language, all you have is your voice to transport the message. Remember, in a presentation the most important aspect is the body language, not what you say, not how you say it! If there is one strong advise from my side, train your presentation before using a mirror or ask you colleagues for a dress rehearsal. Speak slowly, loud and clear directly into the micro of your headset. Remember the time delay for the audience if you change the slides of your Powerpoint presentation. This may take up to 10 seconds until everybody sees the new slide! If you advance too fast, you are 2 slides ahead of the audience with your text.
9. Emotional discussions
Everybody knows, sometimes it needs to get emotional. Imagine the situation of 10 people in a room and some people via phone joining. If you are not in the room and the discussion is getting hot, why don’t hang up, do something better and join again later. It’s amazing how unstable the phone system can be sometimes and the guys in the room might have forgotten you anyway….
10. The magic “tenth”
Do not take another call on the same phone while you join a conf-call. Everybody has seen it but it happens again and again… the “music” if you switch to hold the line will kill the meeting immediately. If you wonder why I bring this up, you will remember next time you experience it!
Tags: goto meeting, marketing, presentation, teamviewer, webex, webinar
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