Unit 10: Delivery notes part 2

We will all probably agree that in-person meetings are the best, most valuable form of communication. However, they are not always possible, or with the recent pandemic, not always safe. Therefore, we may have to employ software to be able to see somebody. A number of different options are available, but the rules for using them to our advantage are the same. Some software allows you to create a 3D hologram that will address people at a conference, and some companies (usually corporate, manufacturing, medical or sales) will employ telepresence robots for that purpose. The technology is constantly improving, and the possibilities soon will be limitless. But even if you are just using a web camera at home, you need to follow basic rules for online encounters. However, depending on whether you are talking to one person or to a group of people, the effectiveness of your meeting can change.

And no matter what technology you will be using for your presentation, remember that the content is more important than the form!

Let us look at the typical format used nowadays, which is a virtual meeting, conducted by means of video conferencing applications. Some of the things we need to consider are:

1. What will the camera see?
   The essential thing is to have good lighting, and the best is natural light. So during the day, try to sit facing a big window, if you can. Do not use overhead lighting or fluorescent bulbs. If you can only talk in a big room with overhead lights, bring an additional light, position it at eye level and place a sheet of paper in front of it to diffuse the light.
   
   The next thing you want to check is the angle of the camera. It should be positioned at your eye level or above, never below (raise your laptop or phone).
   
   And, thirdly, prepare the background. Do not show everybody your room (which might not be in the best order). Make it as professional as you can, and the best method is to blur the background if possible. Before going online, check whether the camera is working and what the image quality is. During your presentation assume the camera is always on.
   
   
2. Control your environment: make sure your speech will not be interrupted by someone walking into your room. Turn off other sounds (close the door to your room).
   
   
3. Prepare yourself: make sure you are dressed professionally, just as you would be when presenting face-to-face. Some women may want to use more make-up than usual, as the camera washes you out. Remember that only the upper part of your torso will be visible, so the proportions of your body in the screen will look different. At the same time, do not neglect the lower part of your body, as you may be forced to stand up during your presentation!
   
   
4. Adapt the content of your speech to the new medium. Do not use old speeches assuming they will be appropriate online as well. They most certainly will not. Keep your notes to hand if you are going to use them.
   
   
5. When online, reduce your gestures to limit distractions. Remember to maintain eye contact! Do not check your image in the meeting window, strive to look straight at the camera. Make an effort to engage with people, so be present in the moment.
   
   
6. It is hard to judge the audience reactions, as you may not be able to see them properly. However, in one-on-one meetings it is easy to see if somebody is looking at you, or whether his or her eyes are wandering around.
   
   
7. As with other forms of public speaking, check the pronunciation of important words beforehand. Use your middle pitch and a medium rate when speaking, but at a lower volume than usual. If in doubt, speak more slowly!