7 Steps to Present a Video Conference

Today, the Shortnews247 team gives you 7 steps if you want to learn how to present a webinar and gain clients, as well as make your own team feel that you are adding value to them.

Let’s see it as movies: if they are good, they inspire and leave viewers amazed, on the other hand, if it is bad… they will regret having wasted their time watching it.

It sounds cruel, but it is the truth and although it is not said openly, everyone knows it. Nobody has time to waste in these days of so much competition and aggressiveness in business.

Webinars are here to stay. So it is our duty as professionals to do it right.

Should You Present a Video Conference (Webinar)?

Believe it or not, we have to ask this question for you before we jump into the 7 steps.

Since we usually forget all the work it takes to do it and many times we feel bad for not meeting expectations and because we feel that what I have tried to contribute has not been valued enough.

In most cases, these video conferences are NOT very helpful to their viewers; if not that the only intention is to generate leads and that’s it.

Sounds contradictory, right? Of course you want to generate new leads and sales…

We all want! But the truth is that videoconferences or Webinars are not always your best option.

Remember – you are asking guests to spend 25-60+ minutes listening to your presentation.

Therefore, providing real value is an essential condition when planning a webinar. If we cannot meet that condition, we have to find another format.

These are the same 7 steps that we consider in Shortnews247 for our presentations.

1) Ideas to Present Video Conference

Everything starts from an idea… and some are better than others.

To give you an idea, these are the ones that we consider most convenient for your videoconference vs. The ones that probably wouldn’t get much results:

This will make the difference between having guests and forcing your contacts with promises that you will not be able to keep. Resist the temptation and choose a topic that you really master and feel confident about talking about.

Once you get your useful and interesting idea, you can start promoting it!

2) Promote your Presentation

That’s how it is. Sell ​​first; preparations later.

If we take into account that selling is 20% talking and 80% listening, then it is better to be very clear about what your target audience REALLY wants and needs, before producing it.

You can find out by taking surveys before, during and after your presentation.

And also consider that just because you create something good, it doesn’t mean that you will find it on your own.

To promote your video conference, you should first think about the channels that you use the most.

  • Will you promote it through your social media profiles?
  • Will you send emails?
  • How about collaborating with an authority within your industry?

Whichever you choose, do it in advance (MINIMUM 7 days prior to your presentation).

Finally, don’t forget your main objective: Make a list of everything you want to achieve with this webinar. It is very easy to get carried away and forget why you are doing it.

3) Members and Presenters

I think we all have the perspective that “Presenter or Exponent equals expert.”

Surely, how else could your viewers listen intently for half an hour or a whole hour?

Therefore, this is where we concentrate not only on the invited members, but also on who will present the video conference.

Here’s the dilemma…

Do you want it to be presented only by one person or by several?

Will it be you who will speak or will it be other people?

All options are equally as good. It depends on what you see as convenient for you.

Just make sure who you choose is capable of answering on their own. And those who you invite as participating members, are really interested in the topic.

4) Camera and Microphone (Hardware)

If you have followed the mentioned steps, then I assure you that you are going great.

Now, keep in mind that there are things that could ruin it in a matter of seconds, such as poor audio and video quality.

While we support saving and smart spending on Shortnews247, we also encourage you to invest in the equipment you’ll use to present.

Do you know that the camera and microphone of your computer or laptop are not very good?

So go for better hardware so it doesn’t look distorted, or hear low.

And don’t worry, for less than €50 you can equip yourself with a very good quality webcam.

To make sure, if you already have someone in mind for your video conference, also consider preparing yourself for any external technical assistance that may be required during the event.

The last thing you want is to see errors, appear with many people connected to the webinar and have no way to fix it. This also includes comment moderation and other ancillary tasks.

5) Transmission Platform (Software)

But there can be no representation, without a streaming platform, right?

There are two types of platforms to present your video conference.

First, there are the video communication tools and apps such as Google Hangouts – Meet – Duo, Zoom, Skype, WhatsApp or LINE.

The second type are those focused mainly on the transmission of commercial webinars, with a more massive approach. You can find GoToWebinar or WebinarJam within this group.

There is an immense probability that any of the first type will serve you for what you want. Well, the second focuses mainly on solutions that marketers and people with much more experience in the field need.

After all, they all offer almost the same: a limit of 250 to 1,000 members per meeting, command and moderation center, buttons and chat to interact and other very practical features.

So my advice is to go with the one you know or someone on your team is familiar with.

We have used Zoom all this time… But someone else you trust may recommend another one. You have the freedom to compare and choose!

6) Test Before Presenting Video Conference

You have the idea, the approval of your presenters and invited members, in addition to the necessary equipment… Now what comes?

Now the tests begin.

First, make sure to prepare some script and the presentation itself ( Canva , Prezi , or PowerPoint ). You don’t want to talk for that long without some visual guidance for yourself and your viewers. These will be your map and compass.

Also, if you want to keep their attention you should make your points as strong, specific, and interesting as possible. Support each argument with as many charts, data, and evidence as possible.

The links above will take you to guides on how to make engaging presentations with each platform.

Don’t forget to familiarize yourself with the hardware and software you choose. Learn how to use each thing, to prevent insurmountable last minute incidents.

Install and program your camera, microphone, or webcam. Try how it looks and sounds.

Take into account both lighting and backlighting, as well as background sounds that are almost unpredictable to your ears, but considerably annoying when recorded.

If you record from home, communicate with your spouse , children, pets and even neighbors so they don’t interrupt during the presentation. Also, limit any sound from your mobile, computer, and other equipment that can interrupt and distract.

All of these pre-tests should be done at least once, before the day and time of the actual presentation.

Do you have everything ready?

It’s time for action!

7) Time to Present Video Conference (Action!)

The time has come… You have learned how to present your own webinar in a matter of minutes.

Now, have a good time and offer as much value as possible to your audience (no matter if only one person comes). Respect should be the same, no matter who you are.

Speaking of respect: better be there on time, 10-20 minutes early, if possible. The earlier the better. In this way, you will feel more prepared and relaxed.

First things first: greet and welcome all attendees in a friendly way.

Always looking for a comfortable position and looking at the camera when you speak.

Introduce yourself, saying your name and pointing to the company or organization you represent.

Or enter the names of those speakers who, in this case, will give the video conference. For example, in Shortnews247 meetings we always provide your contact information, making room for post-event talks.

Whether you are the host or the hostess, remember that the guests are the protagonists.

Go to them and invite them to participate whenever you can, so that they feel comfortable and confident. Let’s not forget that most have no idea or experience of how to behave in this type of situation.

This is especially true when there is tension on both sides, since many things can go wrong (difficulties and interruptions)… And believe us when we tell you that something can go wrong at any time.

Knowing this, take it easy and with the best possible humor and invite them to a private conversation to be able to continue talking about the subject in question in order to clarify their doubts or the points in question, in this way you avoid uncomfortable situations that many times They are not topics to talk about in front of all attendees.

It can happen and it happens that people you don’t know come, who can respond in an unexpected way to some concept that you handle with authority. For example, the person who attends listens to you talk about the subject but he disagrees with what you are saying, explaining why this person has his own experiences and also wants to express his point of view, wants to make us part of his personal experience, in Sometimes it can provide a positive and enriching point of view but on other occasions it can be negative and disturbing, in this case you are invited to speak in private to avoid lengthening on a topic that the rest of those present are not interested in, nor will it contribute to. nothing positive.

Recording the event and sending the repetition to each member once it has finished in case they request it is a very good option, so that your videoconference has a long life and helps you position yourself within the chosen topic.

This also gives you the advantage of approaching and following up since it can be a possible client or consumer of your product or service, since not only does it denote interest in the subject that you have offered and you are an expert, but it is also very interested in knowing more delving into the concept that you have contributed.

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