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Virtual Presentations That Work
Fortune 100 company executives are leading their organizations to hold more meetings using electronic conferencing software (eg Adobe Acrobat Connect Pro, WebEx). Technical communicators are concerned that the limitations of the medium will significantly reduce the effectiveness of their presentations. They want to prepare to develop and conduct e-meetings that are persuasive, interactive and motivating.
I believe that it is not the medium that creates persuasive communication; are the communication strategies used. E-meeting has some inherent drawbacks (eg, lack of visual feedback, more difficult social interaction), but also has strengths (eg, ability to collaborate over great distances, unlimited by time) . Flexibility and creativity enable technical communicators to duplicate all the benefits of a physical meeting in a virtual meeting.
To follow are a bunch of ideas that are useful in organizing virtual meetings.
Start your virtual meeting with a well-thought-out introduction. Introduce yourself and, if time permits, invite participants to introduce themselves. Ask them to share background information, including professional and personal interests and hobbies. Post your photo and, if possible, photos of the participants. Use innovative methods for gathering and sharing participant-based information (eg, matching unique experiences with the right participant).
Set the importance
Survey participants to determine their background and interest in the topic. Use a wide variety of media. These can include animations, background information, current events, cartoons, articles, thought-provoking questions, quotes and stories.
Include the same types of multimedia presentation that you would in a face-to-face presentation. Use different types of media such as text, graphics, animations, video and multimedia presentations, illustrations, diagrams, schematics, models, audio presentations and concrete objects. Constantly refer to the meeting schedule you presented at the beginning of the presentation and provide summaries of the content throughout the session. Present information in short chunks and in a logical flow, changing pace and format every five to six minutes.
Include persuasive communication strategies that include:
o Presentations with guest speakers, which can be virtual
o Case studies
o Discovery learning
o Examples and non-examples
o Graphic presentation
o Hints and suggestions
o Physical models to portray relationships
Support your main ideas with graphics whenever possible. Keep the information simple, especially if you’re using PowerPoint. Be careful with colors, white space and fonts; limit your use of different fonts and colors.
Tell the participants what you are going to say, tell them, and then tell them what you said. This should be easy, as you have a lot of media to play with. You can set the scene in a multimedia presentation, then present the topic through a whiteboard presentation, and finally revisit the topic in a discussion using chat or a poll feature.
Enable participants to download documents instead of sharing them. Be sure to use PDFs, as they display and print more predictably than other document formats. Use the whiteboard as a chart. Show, underline, draw and mark on the whiteboard. Refer to websites and other resources; use them as valuable sources of information, references and practice materials. Presenting information from a different perspective (eg, customer, competitor, user, and engineer). Anticipate and prepare for participant questions. Build job aids that distill relevant information.
Use case studies related to real-life situations. Ask participants to explore controversial issues. Ask participants to share their experiences with the content.
Show photos or video presentations of the highlights of the demos, and use drawing and text tools to highlight and label. Use split screen to demonstrate computer applications and drawing tools to label and highlight parts of the screen. Choose examples and activities that reflect the environment where participants will apply their new skills.
Include practice to maintain participation and interest. Assign participants to groups and ask them to collaborate on specific tasks. Group size should not exceed four participants. Assign and switch roles within each group to ensure sharing and collaboration. If applicable, synthesize the activities completed outside the meeting. Encourage live presentations no longer than five minutes. Encourage participants to use the whiteboard. Use case studies, role plays, and simulations that mimic real-life activities.
If participants cannot interact with real systems, provide links to training databases or test sites. Show participants screens if you want them to demonstrate using applications or share information as part of interactive demonstrations or exercises.
Fostering and Managing Discussions
Open discussions with a provocative comment. Seed ideas by asking a leading question on the whiteboard or in a chat window. Conduct structured discussions including a proposed discussion outline. Keep the discussion flowing by clarifying the topic of the discussion and the topics you expect to cover. Manage discussions closely. Use the microphone, whiteboard, chat window, or email as the media in the discussion. Give students “interesting” roles during discussions. Always end discussions by restating the goals of the discussion, summarizing the results, and showing how the results relate to the next topic.
Assessing Participant Engagement
Use frequent polling questions to verify understanding, engage participants, gauge their level of engagement, or determine where participants stand on particular issues. Ask questions that are clear, relevant, short and challenging. Use the polling ability to ask true/false or multiple choice questions and see how many participants chose each choice. You can keep these results to yourself or share them with all participants. Include questions with a degree of difficulty that matches the level of the audience. Avoid responses that are short or abrupt. Participants may interpret such a reaction as angry. Ask groups to use materials and assessment instruments located in a shared folder to complete the exercises in the basket (eg, performing customer service transactions in a variety of situations).
Development and implementation of exciting and motivating activities
Create constructive conflict or “creative friction” by:
o Asking key questions
o Representation of other points of view
o Explore the content in a new context (eg, in George Orwell’s Animal Farm, the author used the metaphor of a farm to illustrate the dangers of unbridled capitalism)
Getting positive results out of difficult situations by:
o Directing the question to the group
o Group search for solutions or methods to find solutions
o Calling specific participants to help
Build suspense by creating activities (eg, discussions, games) where the outcomes are not predictable. Also feel free to change the rules while the activities are still in motion. Do this by using chat, selective email, and some shared folders to provide different rules and guidelines to different groups.
Encouraging the cooperation of participants by creating group activities. Enable groups to communicate using chat areas or emails. If you’re brave, you can have groups create their own virtual meetings so they can work together. Be sure to assign a leader to each group.
Good luck and enjoy!
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