Navigating the Shift to Online Presentations
So the world just zigged and you need to zag.
By now, most of us have somehow been impacted by the uninvited COVID-19. For some, that has meant no longer being able to come to work in person and thus adopting a work-from-home lifestyle. For many business professionals, this has meant transferring conferences and meetings to webinars and online presentations.
While these changes have been made for the safety and security of all involved, they are not the most convenient. As a company that creates presentations, we understand that the dynamics of a face-to-face presentation are completely different to those of a webinar. The biggest advice we can offer is to learn and understand these differences to make the most out of the situation.
There are four key areas to focus on: platform, design, preparation and delivery.
Platform: What software are you using?
This first key area will assist you in choosing the right software. There are heaps of options available for your webinar software. But before that, let’s break down the differences between synchronous software and an asynchronous software.
Synchronous software: refers to two-way conferencing or video communication that allows participants to interact with each in real time
Asynchronous software: allows for the broadcast of higher quality video in near-real time, but places limits on interactions.
Think about your setting, your message and the availability of your audience, then choose the platform that works best for your situation.
Synchronous (live) options
Zoom or GotoMeeting
The most likely candidates if you are going to run an online webinar. Widely used, fairly standard across industries and usually the default option. You’ve likely used one of these platforms if you’ve ever been part of an online video call.
Prezi
Allows you to create a live link to your presentation. You will need to find an audio option but Prezi gives you the option to share a live link so that your audience’s screen will follow as you present.
Zeetings
Like Prezi, allows for the sharing of a presentation via a live link, as well as the ability to incorporate polls and other forms of engagement, although you will still need to find an audio option.
Asynchronous (delay) options
Loom
Use Loom’s online or desktop app to make it super easy to record your presentation, and then once it’s done generate a link to share with anyone. Loom has the added bonus of tracking view counts and engagement.
Prezi Video
Prezi’s new AR-based product is designed for just these kinds of occasions. Have your presentation material combined with you on the screen, record and then generate a link to send out.
Screen Capture
You might use a native application on your computer like Quicktime or buy an online screen recording tool. Just remember that you will still need to either share the end video by uploading online or a file sharing service. This is probably the least elegant option.
Design: Nailing Your Visual Aids
What was going to work on that lovely big hotel screen isn’t going to translate to a small computer or smartphone screen.
With an online presentation, not only do you lose the impact of your physical presence, you’re battling distractions at the other end - someone watching at their work desk, waiting in an airport lounge or even on their phone in the back of an Uber.
Here are some tips and tricks to get your design on point for an online presentation.
Use more slides
If you're sticking to your deck, it’s going to have to work harder for you. Keeping the same slide up on screen isn’t going to work if you aren’t physically there to add to it. A rough guide is to present an average of one slide every 1-2 minutes to keep things moving. Rather than having three heavy points on one slide, break the content down onto three slides and build.
Replace bullet points
If you thought it was tough to sit through a list of bullet points in a face to face presentation, just wait until you get to an online one. When someone reads bullet points, the voice in their head is shutting out what you are saying.
That doesn’t happen when you replace sentences with key words or supportive statements. Look to make sure the text you are using on screen supports what you are talking to, rather than being speaking notes.
Increase font size
Everything just shrunk - so make sure you increase your font size to ensure it’s readable and makes an impact on the viewer. Also put careful thought into what type of font you’ll use, and how you’ll prioritise the information on screen. Around the 30 - 40pt mark works well.
Dial up contrast
With the design having to work harder for you in an online presentation, it needs to be visually punchy to keep the audience captivated. A simple way of doing that is to increase the contrast so the image appears sharper on smaller screens.
Go for impact with images
Building on the last point, make sure your imagery and illustrations ‘pop’. Get rid of flat or generic images and go instead for ones that have a punch to them. Look to overlay a filter onto images so that you can consistently place text on them and make best use of the screen.
Creative stop-start typography
You will need breaks to recap or to ask audience questions. So rather than making a note or leaving the screen on a content page, create these as separate slides using bold typography. These slides will help give breaks to your content and help you with the flow of your delivery.
Optimise layout and alignment
Think about how the presentation will look to the viewer, including the webinar panels that will be on screen. The general rule is to align to the left of the screen. Try to keep things away from the edges or too small.
Be careful with animations
Buffering creates havoc for your animations; it’s better to not use animation at all. Use transitions such as a simple fade to elegantly move from slide to slide. Rather than have content in a single slide, break them up over several slides for a more engaging, digestible pace.
Preparation: Gearing up for Delivery
The next step is to ensure that you set yourself up for success. This means picking the right location for the presentation, thinking about what the audience will see, practicing, and future-proofing your tech so nothing goes wrong.
Good vision
Think about investing in a good quality HD webcam. They’re easy to find and inexpensive. It will make a world of difference and also give you flexibility in where you place it.
Compose your shot
Choose your location carefully and look at the backdrop that your viewers will see. If it’s in your office or meeting room, are there any little touches you can make to enhance your location? If it's a regular webinar you’ve also got the option of buying a portable backdrop to give a consistent setting.
Indoor lighting can give you a real washed out look. See if you can find a place near a window so that you are receiving front-on natural light.
Test out your framing on camera so that you aren’t too far forward or back. If you using a laptop, look to place a few books underneath to bring it up to a more natural eye to eye setting. This will help stop the look of towering over your webcam.
Fix your sound
The quality of online audio is going to be lower so it’s important that your audio setup is high quality and reliable. I originally started using AirPods as I liked the convenience of a wireless solution. I found that the audio quality wasn’t the best and having to manage battery life and bluetooth was an unnecessary distraction. I’ve now gone back to using wired, mic-enabled headphones.
Clean up your desktop
If you are inviting your audience to share your screen, take a moment to make it tidy and professional. It can still be personal but think about putting away your bookmarks and cleaning up your desktop. Make sure your presentation and other documents you use are easy to find. Close down any extra applications and turn off notifications during your presentation.
Don’t wing it
Don’t rehearse your presentation to your audience! You can always tell an unpolished presenter who hasn’t rehearsed, practised or prepared. If needed, write your script out and keep it with you. Or at least a structured outline with presentation notes. Don’t just rely on talking to your slides. Write down things you like to say ‘off the cuff’, even if you don’t use them.
Delivery: Lights, Webcam, Action!
So you’ve got the platform, you’ve updated your design, you’re set up and now it’s time to think about how you’re going to deliver the presentation.
When it comes to online presentation, delivery can often fall flat. There’s very little energy in a room on your own compared with a face-to-face presentation, so you need to increase yours to keep people engaged.
During live delivery, we can adapt our presentation based on social cues or feedback from the audience, but a comments section on a webinar just isn’t the same. Be prepared to be dynamic.
For some more tips, I called upon the expert advice of certified professional speaker, author and commentator Peter Merret. He’s spoken in front of group sizes ranging from a few people to standing ovation of 10,000 people in Las Vegas.
It’s about the audience
Remember your audience! It’s all about them, not you, so keep them at the forefront of your mind. Even when delivering online, this doesn’t change.
Decide what feeling you are going to create for them
Concentrate on sharing your information with real emotion and feeling. Be vulnerable, be yourself. Carefully plan how you will set your audience up for what’s about to happen - be clear on what’s in it for them and consider how you would like them to feel.
Be present with them
Focus your eyes to look down the lens of your webcam. Eye contact is key to helping each viewer to feel like you are talking to them personally. If you’re presenting in a seated position, think about your posture and the hand gestures you will use and make sure you’re comfortable so you don’t keep moving around.
Engage them
Your chat window is now the window into your audience. The art will be to ask questions, monitor and decide what you would like to answer and what questions you might note and leave to the end.
Plan your opening
When it comes to delivering online, carefully plan your opening 30, 60 and 90 seconds. What you do and say right at the start to engage your audience is key to the success of your presentation. Often online presentations feel awkward at the start, with presenters fumbling in an unfamiliar environment. Instead, plan these opening seconds. Start with a story, a quote or whatever is most appropriate for the occasion.
Alter your pace
Take time to breathe and practice blending some subtle pausing through your words. Specific pauses will significantly amplify the point you are making and also gives your audience time to take in what you just said. Use your judgement on the right length for the moment.
Bring your voice to life
Play with your tonality, pace and volume - high to low, slow to fast, up and down, depending on the words or point in your message. The fastest way to destroy the attention of your audience is to speak in a dull, monotone voice.
Finally, before the real thing, practice giving your presentation sitting. You’ll be surprised what a difference it makes to present on your bum rather than on your feet. Also keep a glass of water handy.
I hope this guide has been helpful. The world seems cacophonous at the moment, with things changing from minute to minute, so it’s important to stay focused on what you personally can control.
If you, your organisation or someone you know has had to move their presentation from a conference room to online, the tips above will hold you in good stead.
At PDCo, we’re experts in presentation design and we’re available to help during your time of need. If you would like further advice on webinars, presenting online, need your deck reviewed or redesigned to make it suitable, contact us on presentationdesign.co/discovery
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