Webinar Mastery for Mediators: Tips for Effective Online Presentations

I’m regularly in online meetings and webinars.  Sometimes I’m the host, sometimes I’m the guest.  I love these online presentations (when they work right and cringe when they don’t). 

If you’re familiar with my presentations, you know that I recommend public speaking as one of the 5 best ways to build your practice.  Whether you're a seasoned speaker or new to online presentations, mastering the art of webinar delivery is essential for engaging and impactful sessions.

In this post-pandemic world, many of the environments where public speaking is necessary have shifted to the virtual world. Being able to express ideas clearly, concisely, and most importantly, confidently, is a challenge in itself. Having to speak to a screen rather than face-to-face adds another layer of complexity to an already tense situation.

It’s not just the content you provide that will market and promote your service and our industry.  It’s also the way in which you present that makes a big difference.

Here’s a step-by-step guide to help you enhance your skills and deliver compelling webinars via platforms like Zoom.

1. Preparation: Setting the Stage for Success

Before going live, thorough preparation lays the foundation for a successful webinar. Consider these key aspects:

• Do: Outline your content structure with a clear introduction, main points, and a concise conclusion. Some organizations require that you use slides for continuing education credit.  I understand but see if you can’t offer the slides as a separate handout or follow up instead of using them in your presentation.  You want the emphasis to be on your message, not on your ability to create a pretty slide deck.

• Don't: If you really must use slides don’t overload your slides with text or clutter. Keep visuals clean and focused on one idea per slide.   

• Do: Conduct a technology check to ensure your microphone, camera, and internet connection are working properly before you log in.

• Don't: Neglect to have a backup plan in case of technical issues. Prepare an alternative way to deliver your content if necessary.  This could be necessary when your computer just won’t connect and you need to have a smartphone or tablet ready just in case.

• Do: Mute your phone and computer notifications so that background sound is minimized. You also might need to close a door to keep colleagues or family from wandering into view.

• Don’t: deliver a presentation on the go. It’s important to treat a virtual presentation as you would a physical one—there’s still a live audience on the other end of the camera.

• Do: Have a glass a water within reach to make sure that you’re not parched or coughing while speaking.

• Do: Practice looking into the eye of the camera.  On the viewers’ end, it creates the sense that you’re making eye contact.

• Don’t: Use green screen backgrounds unless you have a truly professional image that isn’t blurry or that creates a halo effect around your hair. Also, don’t use moving graphics or have a ceiling fan rotating in the background.

• Do: Coordinate with the organizers to be able to log in early for connectivity, sound, lighting, and any admin requests or questions. Be sure that you have all the log-in details in an easy to get to location on your computer.

• Don’t: Be late or flake out.  Don’t leave the organizers hanging online until the last minute wondering if or when you’ll join the webinar.  This nearly guarantees that you won’t be invited back and can do some serious damage to your reputation.

2. Optimizing Your Environment

Your surroundings play a crucial role in how your audience perceives your presentation:

• Do: Position your webcam at eye level to maintain a natural appearance of eye contact.

• Don't: Place your webcam in a position where you are looking down or up at it, which can create a disconnected feeling.

• Do: Use natural light if possible, or invest in soft, diffuse lighting to ensure your face is well-lit and easily visible.

• Don't: Sit with a window directly behind you, as this can create a backlight effect that makes you appear dark or silhouetted.  Also, bright hot light coming in from a window onto your face will wash you out.  It’s better to close all the shades and use a light ring to get the lighting just right.

3. Personal Presentation: Dress and Demeanor

Your appearance contributes to your credibility and audience engagement:

• Do: Dress professionally in solid colors or subtle patterns that complement your skin tone and the webinar’s tone.

• Don't: Wear distracting patterns, logos, or overly casual attire that may detract from your message.

• Do: Maintain good posture, make eye contact with the camera, and use gestures naturally to convey enthusiasm.

• Don't: Fidget, look away from the camera frequently, or exhibit nervous habits that may distract viewers.

4. Engaging Your Audience

Interaction keeps your audience attentive and involved throughout the webinar:

• Do: Encourage questions throughout the presentation and allocate specific time slots for Q&A sessions either during the presentation or to your email or social media afterward.

• Don't: Ignore the chat or questions from attendees or admins. Acknowledge participants by name when addressing their queries. And stay non-verbally engaged in the conversation when you’re not presenting. An occasional smile and nod will do the trick.

• Do: Use polls and surveys to gauge audience understanding and gather feedback on key points.

• Don't: Overwhelm attendees with too many polls or surveys, which can disrupt the flow of your presentation.

• Do: Provide the organizers with poll and survey requirements well in advance of your presentation.  The same is true if you want screen share.

• Don’t: Disrespect the organizers with last-minute requests or treat them like your private secretary.

• Do: Ask the organizers for any images or links that you can share with your colleagues or on your social media platforms.  They’re giving you a chance to spread your message and enhance your reputation as an expert.  Use it to do just that.

• Don’t: Assume that you can freely use the organization’s logo etc. without their permission in your promotional materials.  Most groups are very amenable to you creating your own graphics, but others … not so much.  It’s better to ask if you can share the graphics that they’ve created for their program. 

• Do: Keep your presentation short and punchy.  People’s attention span is far less online, and they are likely to be distracted by other people’s faces on their screen, their pets and parcel deliveries, so keep your message clear and simple.

• Don’t: Wait until the day of your presentation to clarify who your audience members will be.  You don’t want to be caught up short trying to rework your presentation at the last minute.

5. Technical Considerations

Handle technical issues calmly and professionally:

• Do: Have a backup plan for common technical problems like internet outages or software glitches.

• Don't: Panic if a technical issue arises. Stay calm, inform your audience of the problem, and work on resolving it promptly.

• Do: Conduct practice runs to familiarize yourself with the platform and troubleshoot potential issues before going live.

• Don't: Assume everything will go smoothly without prior testing. Practice ensures you’re prepared for any scenario.

6. Post-Webinar Follow-Up

Enhance audience retention and feedback:

• Do: Provide attendees with access to resources related to your webinar content, such as additional readings or downloadable materials.

• Don't: Delay in sending a post-webinar survey to gather feedback on content, presentation style, and overall experience.

• Do: Use feedback to improve future webinars and tailor content to better meet audience expectations.

• Don't: Disregard feedback received. Take constructive criticism seriously to continuously enhance your presentation skills.

• Do: Have a post ready to go out on social media once you’ve completed your presentation thanking the host for having invited you to speak and participate.

• Don’t: Forget to update your website, bio, resume with this feather in your cap.  Use back links if they’re available so that both you and your host get the most out of your content and the event.

Mastering the art of webinar presentations requires a blend of technical proficiency, engaging delivery, and meticulous preparation. By focusing on optimizing your environment, using effective visual aids, and fostering audience interaction, you can deliver compelling and memorable webinars that resonate with your audience long after the session ends. With practice and attention to detail, you can elevate your online speaking skills and make a lasting impact in the digital realm.