Lessons I’ve Learned about Productive Web Calls: Zoom, Teams, Webex, Blue Jeans…

Zoom, Teams, Webex, Blue Jeans… We’ve all had to adapt ourselves to making more productive web calls over the last year. And, as a speaker, presenter, coach, and trainer, I’ve had more immersion in remote meetings and web calls than many. So, what are the lessons I’ve learned?

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Six Areas where You can Make Your Web Calls More Productive

Preparation

• Prepare just as much as for a ‘real’ meeting or presentation. 
   – Rehearse your delivery.
• Rehearse your technology. 
   – Get comfortable with all the functions.
• Liaise with meeting host/organiser to confirm timings and attendees
   – and send out pre-reading or notes.

Technology

• Image matters: 
   – Position in room
   – height of camera (lift laptop onto pile of books)
   – Lighting
   – Background
• Learn how to adjust your settings.
• Sound matters more than video. 
   – Use a separate microphone. 
   – Put it close. 
   – Speak clearly.
• Choose your space and dress your space. 
   – You can blur the background.

Content

• Your materials need to be highly visual 
   – bold and easy to read.
• Make your text easy to read
   – Reduce text content 
   – Increase font-size.
• Create a strong structure 
   – and publish a clear agenda.

Turning-up

• Dress for the occasion. 
   – Large blocks of colour, rather than detailed design. 
   – Grooming as you would in person.
• Before the meeting, have to hand: 
   – Water
   – Pen and paper
   – Your notes.
• Arrive for the meeting early. 
   – Make sure everything works
   – Go full screen to remove distractions
   – Chat with people as they join the meeting.

Presenting

• Take your time. 
   – Don’t start presenting until you are ready
   – and so is your audience.
• Keep your energy levels up 
   – sitting to present gives different feel so you need to work at this
• Look your audience in the eye. 
   – This means looking at the camera lens.
   – move people images to top of your screen.
• Check-in with your audience frequently. 
   – Pause for effect and for pacing.
• Be deliberate with questions
   – Inviting, managing and responding to questions. 
   – Consider using chat and a moderator 
     (but can be distracting to you… and them).
   – or call for questions at specific times.

Follow-up

• Make notes immediately after the meeting. 
   – Follow-up as soon as you can 
   – and certainly as soon as you promise.
• Send out copies of notes to attendees.
• Send thank you notes to meeting organisers.

And One Last Tip for Working Virtually…

Overlay a team routine
…and stick to it
Routine has a calming influence

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• Project Communication: Stop Using Telegrams – Get Better Project Results | Video
• Challenging Communication Tips for Better Project Communication | Video
• How to Build a Great Project Communications Plan | Video
• Lessons I’ve Learned about Virtual Working
• Motivating a Virtual Team – Livestream
• Stakeholder Communication Methods for Stakeholder Engagement… in 60 seconds

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I asked Project Managers in a couple of forums what material things you need to have, to do your job as a Project Manager. They responded magnificently. I compiled their answers into a Kit list. I added my own. 

Check out the Kit a Project Manager needs

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