Professional Techniques for Virtual Presentations

Giving a presentation can be nerve-wracking enough but adding in the challenge of looking, acting and sounding professional when presenting is definitely even more daunting!

Today, when technology is advancing at an alarming rate, virtual presentations, video interviews, and Zoom meetings have become the norm in business. What factors do you have to consider when giving a virtual presentation? Particularly crucial are two aspects: first impressions and being engaging. Because it’s so easy for your audience to tune out, you have to find ways to keep them with you during moments when their mind wanders. Here’s where the question of a professional delivery comes into play. With a few tips and techniques your appearance, body language, speaking and training skills can really raise the level of your online presence and keep everyone alert. (Most of the time!)

When presenting online for any reason such as meetings, interviews, talks or even TV, there exists a built-in barrier which you need to break through in order to reach out to your audience. As every experienced politician knows, the medium is the message. No matter what you say, if you come across looking and sounding confident, approachable, and credible, people will listen more intently. It becomes critical therefore to learn colors, styles, body language and presentation skills to give you a professional online presence. First, you personally must feel that you are contributing to the group. Second, it’s your job to ensure that the audience engages with you, and third, they and you have to respect and believe in what you are saying. Your passion will translate into full engagement on their part. Let’s look at ways you can step up your visual, verbal, and nonverbal communication when giving an online presentation.

Style Messages for Men and Women

Deciding your style objective is critical to the message you intend to project on screen.

Think of your audience because they also play a significant role when you decide what to wear. For example, if you’re giving a presentation to potential clients, you’ll want to dress in a way that conveys professionalism and competence. On the other hand, if you’re giving a presentation to your team, you can dress in a more relaxed style.

A credible and knowledgeable image requires an attention to detail which comes with a polished and professional look. For both men and women, pay attention to straight, sharp lines, such as neat collars and lapels, small patterns, smooth fabrics, excellent fit and impeccable grooming. These details in turn project another useful message: that you have an attention to detail in other areas and that you know what you are talking about.

Women’s details

Deeper colors are more serious but don’t always think black! Burgundy, purple, teal, mid blue, olive, silver, grey, camel, rust and deep green translate well on screen and also project credibility and professionalism. 

Hair is neat and can be worn up or down. Rather than scraped back, hairstyles look prettier softened around the sides and crown. If hair is worn down it looks best off the face, updated, fashionable and in a good design. Makeup is subtle; avoid highly silver frosted eyeshadows or shiny makeup which reflect the light and can look garish. Cameras are high definition these days and show every detail. Apply everything with a light touch and blend really well. If in doubt, use neutral matte blushes and eye shadows. For those who wear glasses, ensure they are clean and have a non-reflective coating.

Coming across as a pleasant person and approachable can be projected by wearing popular colors like turquoise, all ranges of blue, as well as lighter and softer shades such as mauve, pink, gold, light green and peach. 

Curved lines, soft, textured fabrics like knitwear or knitted fabrics and medium scale prints say relaxed and friendly. Luckily, you can also strike a balance between authoritative and approachable by wearing a mixture of both styles! Try a deeper shade sheath dress or A-line dress in a lightweight wool or polyester with a colorful jacket on top to mix the colors and the messages. Soften a black or dark dress with a secured scarf or necklace; add a soft tie blouse in cream or pastel to a collarless jacket and try a short drop or button earring. Avoid long drop earrings, noisy bangles, wide stripes, and high contrasts all of which can distract the audience and dazzle the eye. 

Men’s details

A man’s credibility lies in tailored garments such as sports coats and blazers. The suit can also be worn but the tie is less common these days. Competence can be projected with grooming details even when the look is relaxed. 

The fit of the clothing is most important:  

• An open necked shirt with metal collar stays must be starched so that it frames the neck 
• A modern slim fit shoulder silhouette in shirts and jackets has a clean line, fitting the shoulder. Not wrinkled, too wide or too narrow
• Sleeves need to fit the upper arm without pulling tight around the biseps
• Lapels should skim down the body and drape without gaping across the chest 
• Check to see if buttoned or unbuttoned on your figure gives the neatest line
• Keep your hair trimmed, not falling over your face
• Dress shirt colors can be light blue and white. In addition, pastels such as turquoise, mauve, lemon, pink, dark and mid blue look good on screen
• A tie needs to fit tight under the collar. A dimple under the knot perfects the grooming 

If you want a more relaxed, approachable look, you don’t need the tailored jacket unless you feel more confident in a structured garment. Blue is a popular color and conveys communication, loyalty, and approachability. Wherever you look, politicians, executives, weathercasters, or TV hosts on screen these days seem to sport the bright mid-blue suit, sports coat, or blazer. It’s a beautiful color on screen.

A friendly and less formal look is communicated by deeper color shirts such as blue-green, (teal), dark blue, burgundy, rust, purple, forest green and combinations in stripes and checks. Polo shirts are also appropriate and comfortable. They are tailored to flatter your upper body and come in a variety of shades. However even in relaxed wear, don’t abandon grooming and fit.

Your Body Language Messages

The second important aspect of your online image is your body language: gestures, facial expressions, and posture. Your audience might not catch many low arm or hand movements in a close-up view. But when all you show is the head, neck and upper chest, your posture, head placement and facial expressions will be on display. Pull your ribcage up and relax your head, neck, and shoulders, as a slouch can be detected and lolling or leaning to one side makes you look tired and bored.

Nervousness is betrayed by tense muscles in the face, shoulders, and hands in particular. Practice clenching and unclenching the jaw beforehand by alternating between an exaggerated smile and a relaxed, dropped chin. This will help relax the tension in your face. Practice smiling with and without the teeth showing and decide which smile is friendlier. A wide smile with lips open and eye contact to the camera is the most welcoming and natural, and people respond positively to a genuine smile. Occasionally the presenter is not aware of his facial expressions when reacting to a comment. Check yourself on video beforehand to see if your face registers emotions with the raised eyebrow, brow furrow, chewing lip, downcast gaze, and darting eyes. 

In a wider view your arm and hand gestures will be more obvious and should never detract from your words but actually enhance the message. For example, one outstretched arm with palm up and fingers slightly curved is a more positive or neutral movement than clenched fist with heavy downward movement. Another tip: avoid making rapid circles or flapping fingers to the sides of your face, as it says nothing and distracts from the verbal messages. 

Not unlike the lines in clothing, your gestures can also be curved, flexible, straight, and direct. They can also be quick, or slow or non-existent. Most gestures that accompany words speak volumes about your mindset, confidence level, authority and how friendly you are. To appear in control of your message use hands lifted to chest level, fingers upright. With one hand, touch the forefinger of the other hand as point “#1”. Follow by the second finger as point “#2” etc. It also helps you to stay on track. Another hand gesture to make an emphatic point is to hold an imaginary box in front of you. Not surprisingly, straight fingers and heavier arm movements are authoritative. If you want to look friendlier, hold an imaginary beach ball with softly curved fingers and use lightweight, curved hand and arm movements. Stop yourself racing through a point by changing to slow, curved arm movements.

The most difficult thing to remember is to look at the camera while speaking. It takes practice, and of course you may have to glance at a PowerPoint, but it’s important that your eyes hit the lights from time to time, and shine. Accompanied with a ready smile, this direct eye contact will definitely help you come across as confident and improve your connection with the audience. 

Your Verbal Communication

Your confidence, credibility and friendliness come in large measure from your voice and verbal style. Here are a few techniques.

• Practice a clear medium pitched tone and clear annunciation.
• Moderate your speed between words and take strategic 2-4 second pauses at the end of a thought or a sentence. “Why the pauses?” you may ask. As we listen, we tend to mull over the points raised, especially if we are given pauses to reflect on what just came before. It allows your material to be taken in and retained more easily.
• Rather than reading every sentence, the technique of paraphrasing some of the written presentation and adding your own comments helps you sound natural and conversational. 
• Alternation of speed and pitch also lend more dramatic elements which keep people awake. 
• Your voice doesn’t have to be loud at all. In fact, many soft-spoken speakers are popular as they are soothing and easy to listen to. Just make sure you add lots of interest to your presentation.

Varying Your Delivery Style

The attention span of adults in the classroom is about the first 20 minutes in any given hour. If you are lucky, online attention span is about half that, even with a good presenter! It’s therefore vital that you alter the pace and include exercises or audience communication sessions every 10 minutes or so to keep the audience on their toes. You can introduce a quick question and answer, spot quizzes, sharing participant experiences and role-play or general discussions with a small group. The use of graphics, videos and photos breaks up the reading style and lends entertainment value. Any speaker who presents by reading his script word for word has been accused of “Death by PowerPoint!”

Stories, comments, and illustrations are also important, either by you the presenter or by the audience. Keep any shared items timed to a couple of minutes or less with extraneous details cut out. Short anecdotes alleviate the boredom of the scripted style, and everyone can relate to the humor or shared emotions. We particularly like “before and after” or happy ending stories as we grew up with them as children! Keep the emphasis on the resolution or the After story. 

Set up a Perfect Background

A perfect environment gives you the confidence to communicate and interact with your audience with no distractions. 

Here are some pointers:

Ensure that you have a room that is tidy and free of movement or distractions, dogs, or babies. Find a spot in your home or office with normal lighting and a solid wall. You can arrange a few objects like some books, a flower arrangement, plants, awards, and framed photos for a more appealing background.

Lighting the speaker:

• Avoid facing windows, as the natural light can be too harsh and create deep shadows on your face, making you look tired and unwell. Strong sunlight can make you squint, and people can’t see your eyes.
• Windows behind you can be difficult, as the light can fight with the lights in front and above you. All the audience sees is your silhouette, not the details of your face.
• Make sure that the light in front of the computer is not too bright. A bright light source will wash out your features and make it difficult for your audience to see you. 
• For perfect illumination, ensure that clear daylight lamps are in front of you. To light your face in a flattering way, professionals advise placing one light slightly above the computer on one side and about medium height on the other. 
• Remember to test your background well before your presentation to ensure it looks good on camera.

Dress, Act and Speak to Impress in Your Next Virtual Presentation

Onscreen your delivery, appearance, gestures, facial expressions, and verbal skills are more important than they are in person, largely because it is much harder to keep people engaged online. Mind wandering takes over almost immediately! 

Learn from a professional to give the best possible impression. If you want to train people yourself, you can attend courses at London Image Institute. If you need help with your virtual presentation techniques, we can direct you to the right consultant. Contact us today for next course dates.