Getting Started with Webinars (Part Two)

Alright intrepid streamer, let's continue the conversation started in Part One. Here, we'll look at the actual presentation, rather than all the necessary setup. If you haven't read our first part on webinar tech and prep, we recommend beginning with that blog, but if you're hell-bent on starting here, hey, we won't stop you.

OK. Now the fun bit. You’ve figured out all the minutiae of setting up the perfect webinar from a technical perspective and now you get to share something extraordinary with the world.

Scout Your Location

• Position your setup in a well-lit space, preferably an area with ample natural light. Avoid having windows or sources of light behind you (this will wash you out and have your camera constantly adjusting to balance the light). Instead, try to sit so that you’re facing or mostly facing a window or source of light. You can also consider setting up a lamp or other artificial source of light in front of you if your computer is immobile. Many pros rely on portable LED ring lights, and there are some strong options out there that won’t ask you to break the bank (https://lumecube.com/).
• Set the scene. Literally. Ensure the background is tidy and not too cluttered. Items like clocks, televisions, computers, aquariums, toddlers or other distractions should be kept out of frame.
• Also, consider what you’ll be looking at. Will you get easily distracted if you’re watching traffic out the window, or will staring at a clock bring you anxiety?

Look Your Best

• When framing yourself for recording, you should be close enough that your chest and face are visible and centered. Try to fill the middle third of the screen. And keep a bit of distance: if you get too close, the wide-angle lens will distort your face.
• Try to look up into the camera (just slightly), rather than down. This will help you look more natural.
• Wearing muted, solid colors works best. Avoid patterns, shiny or clearly synthetic materials, or anything you aren’t comfortable in. If possible, remove glasses (glare) and large jewelry (so noisy).
• Posture. It’s easy slouch in your chair or hunch over notes, which normally is not that big of a deal, but when you’re all the audience has to look at, it becomes noticeable. Try to sit up straight. Let that support your breathing and confidence as well.
• Remember you are going to look different on camera than you think you will. Spend some time in front of your web cam. Get comfortable with the way you look and sound. You do not want to spend your webinar worried about your appearance in the back of your mind. Take a few moments to ensure you don't look washed out, you know what to do with your hands and you avoid fidgeting with clothes or hair or items on your desk.

Sound Your Best

• Whether you’re presenting first thing in the morning or later in the day, it’s still a good idea to do some simple vocal warmups to ensure you’re heard and understood. This may feel a little silly, but your audio quality will be reduced a bit by the technology, and you’ll be addressing people who are not used to your particular way of speaking. Lip trills. Jaw exercises. Pure vowels. Clear consonants. You’ll thank us later.
• And water, not caffeine. Hydrate your vocal folds, don’t dry them out.
• Breathe. For your emotional as well as your vocal stability, remember to keep breathing and don’t try to speak without air to support.

Feel Your Best

• There are thousands of books out there on public speaking and the psychology of giving a winning presentation. We’ll skip all that and just encourage you to do what you can to feel most prepared for this talk. Good breakfast. Exercise. Lucky quarantine slippers. Whatever works, ensure you’re comfortable and prepared.
• Critically, though: rehearse. Some people love to improvise and speak off the cuff. If that’s you, great. Do what works, but unless you’ve been doing webinars for a while, remember that there could be a few curveballs in this format. Planning a short rehearsal with or without a teammate (or loved one or cat), might help you feel better going into this.

Know Your Setup

• Plan out where your materials will be. Should you have physical copies of your notes, or will you be reading from the screen? Should you consider a teleprompter app? Do whatever is comfortable but try to keep your line of sight to anything you’re reading close to the camera, so you aren’t visibly jumping back and forth. People understand if you’re referencing notes during a presentation, but nobody wants to be read to for an entire webinar.
• Set yourself up for a smooth start. Know where your link to begin the webinar is. Make sure any fellow panelists or co-hosts know the same thing. Understand how to “start” the webinar and whether that happens as soon as you join or whether you can set up a virtual waiting room for attendees before you decide to broadcast.

Run a Test

• Learn the platform. Make sure you know where key features are. How do you check the Q&A? How do you see what guests are chatting about? How do you start and stop the broadcast, turn off your video, mute someone’s audio, share your screen, etc?
• Plan for the worst. What happens if there is a power outage or your system starts to update unexpectedly in the middle of a presentation? What about unexpected WiFi issues? We always recommend an alternate host who has a copy of your notes and presentation, that way if you have to disappear for a few moments, they can keep things running while you get back on your feet. And remember, you can always call in from your phone if your computer goes down and have your alternate host un-mute you if necessary.
• Make sure you have the features you think you have. Many platforms restrict the number of attendees and the length of webinars and meetings. If you plan on a two hour talk with 300 people, make sure well in advance that your plan will cover that.

Format

• Consider opening and closing with some screen-shared, simple graphics. Something for people to look at while everyone is arriving and while you’re sending any final chats or answers at the end of the conversation.
• Have a clear plan for your talk. And let people know up top what they can expect. Give an outline of some sort in your opening and be sure to share signposts along the way. And stick to them! There’s nothing worse than a speaker skipping the section you were most excited about because they ran out of time or got lost when they were jumping around in their outline.
• Try to address all of the necessary housekeeping in one place, rather than peppering it throughout. Generally, at the beginning and end of your talk you might want to announce other upcoming webinars, share company news or thank specific sponsors. Also useful at the top is a quick explainer on the way chat and Q&A tools work and how guests can use them to be connected to the action.
• Say thank you. Somehow, we see people forget this all the time. People have taken time out of their day to be here. They’re hoping to learn something, yes, but they’re supporting you in a way as well. Thank them for being here. Encourage them to participate in the conversation. Let them know you’re happy they’re here and that this presentation is going to be awesome.

And of course, there are extras you can consider when running a webinar. Should you map out a promotion strategy so people show up to your talk? PLEASE. Should you simultaneously stream to other platforms like Facebook or YouTube? With the right topic, definitely! Should you set up your stream to automatically record, so you have a record of all your hard work? 100%.

The last thing we'll say: COMMIT. Decide you’ll take the first step toward a broader comms approach even if it means discomfort for a bit. Daily, we are asked to learn new things and embrace the unknown during this pandemic. Consider turning some of that energy into a chance to make meaningful connections with an audience that cares about what you have to share.