Dcode’s Guide for Virtual Presentations & Video Meetings
by Whitney Jones, Director of Operations
In response to the increased teleworking due to the coronavirus outbreak, Dcode has “virtualized” our live training courses for government and accelerator programming for emerging tech. Basically, we’ve turned regular events into virtual, video meetings while still managing to keep them engaging — no one wants to be talked at through their computer screen for 8 straight hours.
Our new virtual formats include video and reading material ahead of time, smaller group discussions, guided individual activities using digital versions of our workbooks, and regular breaks to get up and move. Just last week, we ran a full 3-day training virtually for 25 government leaders from the Defense Health Agency (DHA) through our partnership with Defense Acquisition University (DAU). Next up: the final week of our AI accelerator, which will include over 150 one-on-one meetings, small group discussions, and panels!
Our team jumped in and immersed themselves in the tech and creative options to deliver quality experiences for our customers working from home, and they now have some serious expertise in virtual presentations and video meetings for dozens of people. We’ve been fielding questions left and right about tips and best practices, and we thought to share some tips just in case they help make everyone’s time working from home a little better.
First, set the stage and consider these factors:
Is your work area clean and professional? Make sure the area on camera is tidy and free of distraction. If you have any branded company materials, consider placing them behind you (your marketing team will thank you). If the walls are blank, consider some work-appropriate wall art or plants if you own any. If you’re on a couch or armchair, make sure it looks orderly and that pillows are fluffed, blankets are folded, and there are no visible stains.
How’s your lighting? For best results, set up near a window for natural light in addition to whatever lighting you have in your home. Overhead lighting is best if you have it. Avoid sitting with a window or light right behind you, otherwise you’ll appear as a shadowy silhouette.
Do you have what you need? Have headphones handy, a glass of water nearby, and something to take notes on so you don’t have to scramble before you start presenting. Definitely don’t forget to have your device chargers with you (virtual video conferencing can take up a lot of battery).
Next, test your equipment, and make sure it’s cooperating!
Setup your camera. Aim to have your computer camera about arm’s length from you (maybe even a little further than that) to help center your head and shoulders in the frame of the screen. Tilt your computer camera so that the view is roughly straight on (not a bug’s-eye or bird’s-eye view of your face). Plus, make sure your name and professional headshot are set up as a default for when your camera might be off.
Test your sound. Test your audio yourself if possible. Make sure your speaker output and microphone are what you are expecting. (You may still be connected to your bluetooth headphones, or maybe your computer speakers aren’t hooked up.) Try to find a silent space for your video presentation or meeting, and mute yourself when you’re not speaking.
Check your connection. Find the best spot in your home for reliable internet, and have a backup plan. If multiple users will be sharing the same wifi in your home, ensure it can handle the usage. Video conferencing can use a lot of bandwidth, so plan accordingly.
* If your video, sound, or internet seem to be acting up, first try leaving and rejoining the meeting. This quick fix often solves the problem without too much frustration.
Lastly, strive to maintain the same energy you would have for in-person presentations or events.
Wear work attire. Even though you aren’t in the office, dressing as you typically would not only ensures you look work-ready for your presentation, call, or conference, but also can help put you in a productive mindset.
Keep up the energy. We are the first to admit, virtual presentations and video meetings can get monotonous fast and are tough to pay attention to. BRING THE ENERGY! Smile and show your engagement (nodding, thumbs up, etc.) even when you’re not the one speaking. Don’t text or do other work when you’re in a video meeting even if you’re not presenting — everybody can tell when you’re distracted. Speak clearly and excitedly to keep your audience energized and focused. Clients and customers will notice and thank you.
For larger format programs, pay close attention to organization. Set aside time at the beginning of all programming for people to come in the room and test their tech with an expert on your team. This helps prevent user errors and faulty equipment later on. If you’ll be using breakout rooms, have a dedicated moderator to keep rooms and attendees organized and on track.
With the right preparation and level of thought, these virtual programs can be just as engaging as your typical in-person meetings and events. What have you seen work well? Definitely let us know.
