Maximize your online meeting space
Build your brand with online meeting platforms
Online meetings and virtual conferences are here to stay. Even if we get a vaccine tomorrow, the perks of a virtual meeting or conference are established and will influence business going forward. These benefits have opened the world up with new and exciting opportunities to promote your business…right from your living room. It is time to embrace the online meeting world and convert that rectangle space on the screen into a tool that builds your brand.
As online meetings and conferences become the “new normal,” there are a few low budget options that will boost your online presence and optimize the small space in your home. Here are some basic tips to tickle your brain as you prepare to commit to this new arena.
A dedicated space
A dedicated space can assist with planning the elements that ensure your appearance comes across as professional. The lighting, props, and sound can be optimized when you plan your zone in advance. If this space is in a multi-use zone, place markers for lights and props to ensure a quick set up and consistent quality.
Keep your brand visible.
Everything you do on screen establishes your brand’s identity. It all matters from the professionalism of your slides to the visible decor in the room. Make sure every little element within your camera frame is there on purpose. Does the blanket on the back of the couch look slothful or cozy? Do the nicks and dents on the wall create an edgy look or does it appear unkept? Does the color choice of your shirt blend into the background or provide a pleasant contrast? Every detail should lend itself to building your brand’s story.
Selecting a background is important. I’ve seen many people aim for a blank wall as their chosen background when presenting online. This is a waste of prime real estate! At the last conference that I attended, there were some glitches that cut off the speakers on the panel at the end of the session. This is where they were plugging their company information as part of their conclusion. As a result, I didn’t know who they worked for or how to contact them without conducting some post-event investigation. If you are presenting at a conference or meeting, have your logo and contact information behind you. Create a virtual image with your identity or stage a real background. Orchestrate where you are in the picture so that it is balanced and readable.
Zoom allows for a virtual background. This can be a convenient alternative and will automatically fill in the space behind you. A disadvantage of this application is that it can work too well and cut out things that you hold up. In addition, it makes your hand jesters jagged and choppy. If your lighting is off, it can take parts of your face. Some apps may not allow for virtual backgrounds. A real background looks more authentic and works for almost every situation.
If you invest in a printed piece, make sure it is large enough to fit within the screen. There are materials available that that are flat cling decals that won’t damage walls that are reasonably priced. OR it can be printed on canvas that can be hung up and can be easily stored after it is used. (I found that a 36 x 48 standard poster size works well if it is within 18 inches behind you.) A rule of thumb: the larger the distance between you and the wall, the bigger the image will have to be in order to fill your online rectangle. You can design your own wallpaper for a large image solution that is more permanent.
If you do print your background, avoid a high gloss print, and choose a matte finish. Lights will bounce off of a shiny surface and produce hot spots. Hot spots can distract and blind viewers to the information in your image. Printing on fabric reduces glare plus provides the added benefit of dampening sound.
Lighting
Make sure you are well lit, and you are not shadowed like a bad character in a movie. It will impact your trust factor if you lack facial features by sitting in the dark.
Aim the lights towards you. Place them a few feet above your line of sight and aim them down. This can eliminate raccoon eyes and double chins. Tweak it until you create a lighting situation that makes you look healthy and vibrant then mark it if it has to be put away after each production.
Avoid colors that are too warm or too cool. Cool colors can make you look sick and warm colors can make you orange. Watch for bad contrast if you have a virtual background. If you are lit with warm colors and your virtual background has cool colors, it can look unprofessional.
Natural daylight provides a great light source that feels good to a viewer. However, it can be hard to control as the sun changes position. Full-spectrum lighting can provide the same appearance as natural light while providing the benefit of a stable light source.
It is amazing what lights can do to make you look younger and thinner. There are many YouTube videos that can expand your knowledge about lighting techniques. It is worth the effort and can give you more confidence in your appearance.
Facial Expressions
The first impression can be a lasting impression. Your facial expression is the first thing that is judged when participants enter an online room. It says to the world what kind of person you might be. Are you nice with an easy smile or grouchy with a grimace? Many people are unaware of what facial expressions are displayed on their faces. I have been shocked when a grimacer started to speak, and their face transformed into a friendly demeanor. Conflicting messages can paint you as inauthentic.
People get bored. They will begin to study other people while they are listening or waiting for the next interesting thing to happen. They are evaluating the trust factor of the faces in the virtual crowd, including yours. Always be aware of your expression while you are waiting to speak or listening to another presentation.
When you are on a panel and awaiting your turn, your facial expressions dictate whether you are approachable or likable. This can affect the reception of your presented information when it is your turn to speak. If you are apt to have dour or bored expression, place something behind the camera that reminds you to wear a happy expression.
Audio
Echoes can be harsh and come off cheap. Walls, glass, and hard surfaces send sound bouncing like a racquetball. Soften these surfaces with acoustic foam or cloth to catch and dampen the unwanted noise. Even something low budget like a terry cloth towel will help soften the reverberations. Record a practice session to see what is working, or not working, then adjust until it sounds good.
Invest in a microphone. Prices are reasonable for a decent mic. It provides a richness to your voice that is pleasant to hear. Look for one that has a pop filter. Pops are the sounds that come out of your mouth with a burst of air that is harsh. It is common with the “p” sound. Pop filters dampen the unexpected explosion of sound that can rattle your listeners.
Microphones that wrap around the neck or a badly placed lavaliere tend to rub against clothes and are hard to listen to. That scratchy sound is like nails clawing down the proverbial chalkboard and will light up the nerve endings in your audience. You may not be familiar with a chalkboard or the sound that nails make on it, but, trust me, it is a bad thing. (shiver) Don’t do it.
Test your sound quality on the computer. Your distance from a computer’s microphone can impact the sound. Many systems have a noise cancellation feature that eliminates unwanted background noise. If a speaker is too far away, it will break up your words like bad cell service.
Voice
Watch the pacing and the pitch of your voice. Nerves can make a speaker talk faster and higher. When an audience listens to a rapid pace, it can be stressful. Parts of the story get lost as the listeners struggle to keep up. Silent pauses are just as critical as words. They highlight something important and provide a moment for an audience to absorb what was said. It also provides a break in the flow that catches attention that may have drifted.
High pitches can grate on nerves and can be described as “screechy.” This is especially important for female speakers as they begin at a higher pitch. The English Prime Minister, Margaret Thatcher, took lessons to lower her voice and cultivate a deeper tone that helped her win debates and trust. A pleasant voice is unhurried with a mid-range to deep tone. Your message will go unheard if people want to escape the sound of your voice.
Practice
The voice is an instrument that becomes better with practice. Practice is necessary to build that silky tone that feels good. Working with impromptu speaking can make those Q and A sessions more eloquent, professional, and memorable. There are different speaking clubs that can provide this valuable experience, plus training, tips, and feedback on how to improve within a safe environment. Many of these clubs and groups are online since the pandemic began. This provides an opportunity to explore clubs around the world and make international contacts. Discover different strategies and find mentors that can help develop your speaking skill.
Promotion
If you are a guest speaker, let everyone know about the event. This promotes the event and increases your value as a presenter. It adds credibility to your brand and gives you an excuse to engage with your social community. Many promoters have general event posts that can be shared. Smart promoters will provide special posts highlighting their speakers and sponsors. Share most of them with a blurb about your presentation.
Create a few posts that give a sneak peek to your presentation that whets the appetite and incites curiosity. Arrange for a recording of your presentation ahead if time. Usage rights and permissions should be spelled out in the speaker contract and agreed upon. Use cuts and snippets to create a trailer for the next opportunity or to recap the event where you rocked the “stage.”
Conclusion
There are many things that can impact a presentation. Pay attention to them all. Mitigate what you can and enhance what is important. Prepare, polish, present, and repeat.
Learn more about space marketing strategies and tactics in Izzy’s new book Space Marketing: Competing in the new commercial space industry. Visit her website at izzy.house
Articles are also published at ilsehouse.com and LinkedIn.