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Videoconferencing and Teleconferencing

Presentation skills for video conferences

In January of 1998, I was part of a teleconference with LIVEware5. Here are some tips from my experiences that can help you make the most of this new communication tool.

1. Research the medium

First, I watched videos of two prior presenters who had spoken in the same environment. They chose to sit down and have a two-hour "chat" with the audience. I decided that the best way to get my message across was to deliver it as a "presentation."

2. Research your audience and client needs

Know what their interests are. As I do in every speaking situation, I asked LIVEware5 how I could make them look like a hero. They told me that one client was considering signing up for the program and would be watching my presentation as a preview. One of the principles I taught the audience was how to outline a sales presentation. I used this company and their upcoming sales meeting as my example. They sold packaged beef to restaurants and stores. I built a sales presentation around their upcoming campaign for their beef promotion, using the acronym BEEF.

My opening was "We are here to talk about BEEF. Not that Beautiful, Exciting, Edible Food...but Bold Goals, Enduring Strategy, Excited Sales Force & Follow Through." (Afterwards, the company signed with the program which thrilled LIVEware5 and made me look good too.)

3. Get comfortable in the environment

The day before the teleconference, I went to the location to familiarize myself with the setup, technology, and the people at LIVEware5 who would be handling the connections and acting as host.

4. Build a set

The two preview videos I had watched were visually unexciting. In one, someone in a blah brown suit sat in a blah brown chair at a blah brown desk in front of a blah brown wall. The most dynamic speaker would have difficulty overcoming such an environment! I decided to create a more exciting background. I brought artificial flowers and my colorful cassette packs, books, photos, and promotional materials to build a "set" behind me. I was able to pre-view my efforts by watching the image in the oversized TV screen the day before the teleconference I could see exactly what the audience would be seeing. This let me adjust my scenery and props for best effect.

5. Connect with the audience

I told you that I chose more of a presentation style of delivery, rather than just chatting with the audience, but this doesn't mean that I didn't connect with them. I'm noted for my "schmooze factor." Before the teleconference began, I talked with my immediate audience. Once the teleconference connection was made with each location, I asked the technicians to let me interact with the other fifteen audiences before the official teleconference seminar started. I asked the participants what kind of situations they needed to speak in. I also established rapport by reminding them of previous connections with me. For example, I had recently spoken for the Caterpillar Company, and a group of their managers were at one of the sites, so I brought my Caterpillar cap to show them.

6. Stand up

On the videos I had previewed, the other presenters had been seated. I decided I'd generate much more energy by standing.

7. Reduce your movements

LIVEware5 and PictureTel technology was state of the art. However, some people tuning in to the presentation did not have such sophisticated equipment. Unless you're sure this is not the case, reduce the speed and amount of your gestures. Otherwise you'll "blur." For the most part, I kept my hands lightly touching the table in front of me, and when I pointed to a flip chart, I did so in a slower manner than usual.

8. Don't get distracted.

While I was speaking, LIVEware5 scanned from one location to another. The audience did not know I could see them. We made sure they muted their sound unless they were talking and interacting with me. I found it easier to stay focused by watching my smaller image at the bottom on the screen unless I was talking to an audience member. When we had Q & A, someone at each location that had a question held up a sign as the technician scanned all 15 locations.

Teleconferencing is a brand new technology. The more we do it, the more comfortable we'll become. Dan Maddux, Executive Director of The American Payroll Association uses teleconferencing for staff meetings among their offices in three major cities. He acknowledges that there are some limitations with the current technology, "but it's a lot better than not communicating with each other."

He was an innovator in videoconferencing his staff meetings, he has been doing it for 5 years...and not had to update the equipment. He will be moving a couple of his office facilities and is going to have microphones put in the ceilings of his meeting rooms. Also, he is encouraging his APA chapters to have meetings in non- traditional environments, such as Universities who have great video conferencing. Twice he has made appearances at their meetings from his office. This takes him 30 minutes compared to 3 days. With 102 APA chapters, all who invite him to attend their meetings, videoconferencing is an important element to his time management and connection with his members.

My experiences were very good, and I highly recommend teleconferencing as part of the meeting mix, an effective alternative to meeting in person. Presenters need to get comfortable with this exciting new medium.

ARTICLE TAGLINE FOR PATRICIA FRIPP, CSP, CPAE

Patricia Fripp, CSP, CPAE is a San Francisco-based executive speech coach, sales trainer, and professional speaker on Change, Customer Service, Promoting Business, and Communication Skills. She is the author of Get What You Want!, Make It, SoYou Don't Have to Fake It!, and Past-President of the National Speakers Association. Meetings and Conventions Magazine named Fripp "one of the country's most electrifying speakers!" PFripp@Fripp.com, (800) 634-3035, http://www.fripp.com

We offer this article on a nonexclusive basis. You may reprint or repost this material as long as Patricia Fripp's name and contact information is included. PFripp@fripp.com, 1-800 634 3035, http://www.fripp.com

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