53 How to present online

While many of the basics remain the same, presenting online is different than speaking in person. In this chapter, we’ll look at tools and strategies for successful online meetings and presentations.

Presenting online is different than presenting in person. You need to think about tools and lighting, as well as structure and delivery.

Apps

You can choose from different apps, including: Zoom, FaceTime, Skype, Webex and MS Teams. When deciding which one to use, consider the following:

• Security  Some workplaces or institutions have restrictions on what apps you can use, due to security and privacy concerns
• Familiarity  Try to choose the app that’s most familiar to you and your attendees
• Ease of use Choose an app that’s easy to use
• Fees & limits  Some services have fees or limitations. For example, in MS Teams you can only see a maximum of four people at time, and free Zoom accounts limit your meeting time and number of participants
• Features  Make sure the app has the features you want, such as polls, surveys, reactions, whiteboard, chat, an option to phone in, and conference vs. webcast (2-way vs. 1-way communication)

 Pro Tip 

Download the online meeting app you’ll be using onto a second device, for example your phone, in case your main device crashes.

Equipment

Audio

• Use headphones, earbuds or a mic  This helps isolate your voice from background noise, and prevents feedback
  
• Minimize background noise  Close windows and doors, turn off anything making noise, put pets away, and ask anyone nearby to keep their sound to a minimum
• Mute yourself when not speaking  This is especially important if you’re an audience member, or are part of a presentation but aren’t actively speaking

Camera & lighting

Your camera and lighting should create a polished, professional visual. Here’s how to do that:

• Centre your camera & raise it to eye level  Put your camera or device on a book or cardboard box if you need to
• Put your camera near your screen  This helps you seem to be looking at the audience
• Clean up! Or use a virtual background  What’s behind you counts. Make your background tidy and professional (we’d rather not see your dirty laundry or roommates wandering around in their underwear). Some apps let you use a virtual background.
• Avoid backlighting  Have more light in front of your face than behind it. Otherwise the audience can’t see your face. (You might look like a secret agent who’s hiding their identity!)

Devices

• Laptop & Desktop applications are best  These typically have more features and stability than tablet and mobile versions
• Keep devices & apps up to date  To ensure security, reliability, and availability of all features
• Close non-essential apps  This helps your device run more efficiently and reduces the possibility of lagging or crashing
• Be empowered  Plug your device in or make sure the battery is fully charged

Internet connection & wifi

• Do a speed test ahead of time  Many platforms, like Zoom, recommend minimum bandwidth speeds for various meeting types, typically starting at 2.0 Mbps for a single screen
• Reduce bandwidth hogging  If someone else in your home is streaming video or online gaming, your connection speed will slow down
• Ensure wifi strength  If you’re far away from your router, the wifi connection may be poor. Move closer to the router or use a hardwired connection

Best practices for online presentations & meetings

Professionalism

Oops! By now many of us have laughed or cringed at the “Zoom fails” videos we see online. They’re entertaining, but many people have been fired, embarrassed, or damaged their professional reputation because of unprofessionalism in online meetings. Make sure you remain professional!

• Don’t let your tech embarrass you  Clear your desktop and any unnecessary open windows or browser tabs. Turn off notifications (do not disturb mode). Always assume that your mic and camera are live
• Set your environment  Alert housemates, put pets away and tidy your physical background. Never attend meetings from bed
• Dress appropriately  You probably don’t need to dress formally, but it’s important to wear appropriate attire
• Pay attention to the meeting  Act as professionally in an online meeting as you would in person. This means no sleeping, browsing, facebooking, cooking, vaping, driving, or anything else that competes for your attention. Keeping your camera on is a great way to show that you’re paying attention
• Connect 3 minutes early  Punctuality is very important

 Pro Tip 

Many online meeting platforms allow you to set your name and a professional picture in your meeting profile. Use a small professional headshot, and change your name to what you want people in the meeting to call you.

Attending a meeting

Even if you’re not running the meeting, you still need to be professional.

• RSVP  Reply to all invitations – let them know if you plan to attend
• Prepare your tech tools  Update or download any required apps. Do a practice call with a colleague or friend if you’re unsure of the app or your equipment
• Use the mute button  Always keep yourself muted when you’re not speaking. Know how to unmute yourself quickly (some programs like Zoom allow you to hold down the spacebar to temporarily unmute yourself)

Hosting a meeting

Great news! Your boss asked you to host a meeting with some important clients. But how? Here are some tips.

Before

• Choose the app  See the app section above
• Decide the agenda & structure  Is this a formal meeting or more of an informal discussion? How long will it be? What items need to be discussed? Who will be speaking or presenting? How long will each speaker have? Will you share the agenda ahead of time?
• Send invites with clear instructions  Make sure you invite all speakers and participants well in advance of your meeting. Invite the audience as soon as possible too. Send reminders a week before, and the day before. Include the meeting link, instructions on how to connect, and offer help to anyone who needs it.
• Plan and practice  If possible, get a colleague to act as co-host. Decide who will admit people, start the recording, take notes, watch the time, watch the chat, show visuals, share polls, create breakout rooms, manage tech problems, etc. Whether or not you have a co-host, do a practice a day or two before the event.

During

• Start the meeting  As the host, you’ll start the meeting at least 5 minutes early. Wait 2-5 minutes after the official start time to allow for late arrivals
• Welcome  Warmly welcome everyone, introducing yourself and any guests that attendees may not know. In smaller meetings, you may introduce all of the attendees.
• Provide agenda & norms  Remind everyone to stay muted unless speaking. Do you want to invite people to comment and ask questions during your presentation, or should they wait until the end? Do you want questions asked verbally or in the chat?
• Keep it as brief as possible  Online meetings are tiring so be efficient and respectful of everyone’s time and energy
• Take notes  You or your colleague can take notes during the meeting, or you can write a brief recap immediately after

After

• Thank and summarize  Send the guests and attendees a thank you and brief summary of the meeting. Include next steps, action items or information on the next meeting

 Pro Tip 

Tech problems happen. No matter how prepared we are, sometimes things just don’t work.

Don’t panic! If the problem is minor, just keep going. If it’s major, stop and address the issue. Thank everyone for their patience.

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