With coronavirus (COVID-19) concern rising, many companies and agencies are implementing video conferencing instead of face-to-face meetings. Here’s how you can present well on video for a successful interaction, virus-free.
Whether you use WebEx, Teams, Skype or any other video platform, chances are your office is cutting down its use of conferences and meetings to connect people for your industry or cause. This week, global concern about coronavirus is center-stage, instead of you! How can you get your message across when you can’t shake hands, look an audience in the eyes and walk around the same room?
It’s all about using your medium.
Video conferencing is awkward at times, but useful for social distancing and teleworking. It’s a great way to check in with employees and hear from them while they also get to see your face. Leaders know how important it is to be visible, and speakers know how important it is to use eyes and ears to tell a story. Let video meetings work for your advantage!
- Preparedness is key
You should still come prepared, even though you’re not in a face-to-face meeting. In some ways, a Skype call is easier! Your notes can stay out of the video frame, or you can even tape them to the wall beside your computer for quick reference!
Adjust your mindset. The more calm, collected and business-as-usual you appear on-camera, the more at-ease your team will feel in a crisis (or perceived crisis.)
Make sure that as a part of your preparedness, you still dress the part. Even if working from home is mandatory, if you appear on camera to your team you should still be wearing makeup, a nice shirt (and pants, if the audience can see them!) and a professional hairstyle. No messy bun or skipping hair gel for you! Presentation is important. It can boost your credibility and communicate a nonverbal message. Let yours say, “I’m here to work and get this done as a team.”
- Orient your computer
If you are not in a ViTS (Video Teleconferencing System) room with a camera mounted to a wall, chances are you are using a computer’s on-board camera for your communication. This can be tricky, so bear a few things in mind to make sure you are not distracting from your message and setting yourself up for sucess.
First, find a stable place to put the computer down. A desk is the obvious answer, but if you are doing so from home without access to a desk, a sturdy table or even a shelf will do. I have also placed a computer on a chair and sat on the floor with a wall to my back. The audience doesn’t know what they can’t see! As long as your computer is not wobbling, shaking, or otherwise moving and your legs are out of frame, your audience won’t know you’re sitting cross-legged on a floor. Avoid excessive jostling or movement to keep from annoying or distracting your audience, whose eyes are more eager to follow excessive movement than pay attention to you.
Second, the background can make or break your speech or meeting. Some video conferencing programs have the ability to blur backgrounds, but if yours does not do so or does not do so reliably, choose a neutral background. A blank wall is never ideal, particularly if you are doing a recorded interview that media will record, but for your meeting purposes it will do. You can also use your home office or library, if you have one. Books are often a perfect backdrop! I would avoid being seen in a kitchen, in a bedroom or on a couch unless you can find a way to keep the cushions and pillows out of the shot.
Third, if you are using a phone or tablet, hold it landscape (horizontally), not portrait (vertically). That will allow your shot to fill most computer screens. Again, if your Skype session is being recorded for a media interview, most reporters will request landscape so they don’t have to try to fit you into a 16:9 screen in post-production.
- Now, for the speaking!
Finally, you are ready to speak! We have already gone over what you can do to up your public speaking game, but this will look and feel different than taking the stage at a face-to-face meeting.
Remember to engage the camera. Too often, I see people on Skype calls looking at the screen itself and forgetting the camera at the top or in the corner. If you want your audience to feel “seen” and to properly engage them, look directly at the camera and speak to it as if you would a person. This way, the audience can look into your eyes and your credibility and sincerity can shine through.
It also helps to appear comfortable (even if you aren’t!) Don’t stiffen your posture too much, but don’t slouch either. Feel free to gesture as you speak, although since you aren’t on a stage you may not need to as often or as much. Don’t fidget– not only can mics often pick that up, but you appear nervous to your audience. And, avoid moving your eyes to the side and looking off-camera as you’re speaking. This could make you appear shifty or distracted.
Be aware that you can be seen and heard at all times. If you are unable to mute your mic, chances are you may cough or be heard (and not just seen) if you crunch on a snack. Your dogs may bark and your doorbell may ring. If you want to have a private conversation with someone in the room, or make comments, do not do so on a live mic!
Secure your space. Lock the office door and keep your window shade drawn. You could even be interrupted by a dog (or a child!) What person in the world has yet to see this:
^^ Cringe.
Adjust the audio, but don’t overcompensate. The tendency for many people who are not accustomed to wearing a mic, or speaking on a mic, is to shout or project the voice. If you are wearing a mic, you absolutely do not need to do that (unless those in the audience as you to.) A mic level can be adjusted so you don’t need to project your voice at all. And, this has body language benefits too: your whole body relaxes when you speak normally. You appear more natural and you aren’t leaning forward: you’re just talking. That’s what a mic is for!
Test, test, test. It may help to test the audio before the call to ensure that it is picking you up appropriately. Plus, technical difficulties waste everyone’s time! Whether it’s your public affairs officer, your speech writer, your secretary or just you doing it yourself, find time to test the system you are using to make sure it works. And put this i your plan to test from time to time and train new folks on the system too! That way, everyone is prepared in case of an emergency or in this case, a pandemic.
There you have it! Simple tips for video conferencing success!
As always, I’ll end with three things: test your systems, be prepared and wash your hands to stay safe and healthy!
