Joe Wynne is a versatile Project Manager experienced in delivering medium-scope projects in large organizations that improve workforce performance and business processes. He has a proven track record of delivering effective, technology-savvy solutions in a variety of industries and a unique combination of strengths in both process management and workforce management.
With your workforce spread out across time zones--and even across continents--it’s more important than ever to make sure communications are effective and that all work groups are in sync. One tool in your toolbox allows you the immediacy to put your voice and message in front of large groups in real time at a relatively low cost: Web meeting technology. But the power of synchronous communications to promote consistency, create a positive work culture and build confidence in your leadership is lost if simple, common mistakes are allowed to happen.
Here, then, are tips and techniques to make sure your presentations are polished so that you can meet your communication objectives:
Have a helper take off some of the heat from the presentation mechanics.Don’t try to do everything yourself or you will more likely make a mistake or cause an annoying delay. Divide up responsibilities of taking role, forwarding the slide presentation, summarizing questions collected in a chat, looking for electronically raised hands, monitoring for messages that you are going too fast or too slow or any presentation tasks.
Take attendance using the Web meeting software itself.You need attendance information to make sure your message is getting out to all locations and to as many individuals as possible. Unfortunately, with larger groups this takes too long at the beginning and is too boring. Save time by making sure that participants log on with their own name so that it can be documented.
Use the chat function to address questions smoothly.Don’t break up the presentation and ask for questions. Then you have to deal with bad connections, difficult-to-understand accents and further delays. Instead, maintain a connection with your audience by having someone activate and monitor the chat function where participants have been told to submit their questions. Choose from these questions and just respond to them as part of the presentation as it flows.
Use the chat function to get feedback as well.Ask for participants to send their thoughts on the latest topic. Have them suggest where to add more detail in any topic to give more control to them. Participants at different locations will react differently to your standard presentation and you have to make sure your consistent message is being understood consistently. Respond to the comments received and make it clear that you are doing so. This will improve the interactivity and connection with your audience. It will also help you customize your message successfully to local needs.
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Use the interactive functions when appropriate.In circumstances when you will have the opportunity to interact more with participants, take advantage of additional features. There are often functions for participants to raise their hand virtually. There may be a voting feature so that you can take quick polls during your presentation. Participants will feel valued.
Be ready to handle issues.Participants may identify new issues associated with local needs that you were unaware of. Such issues can arise in the chat or in a question on the phone. Design in advance a way to capture these and follow up. In an introductory slide in your presentation, make it clear that you are receptive to issues and will collect them and respond later.
Practice using all the functions.There are a lot of things you have to get just right, and as recommended above you should have an assistant. Practice the whole presentation at least once to coordinate everything, perhaps in a dry run with some helpers to use the chat and other interactive functions. You want to have a polished performance. When you have that, Web meetings will allow you to have a powerful impact on your workforce no matter how far they are from your desk.
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"Life is a great big canvas; throw all the paint you can at it." - Danny Kaye |
