Hybrid presentations, where some of the audience is online and some is in person, are becoming more common in the post-pandemic world. But how can you create a professional online persona that engages both types of attendees and showcases your expertise? Here are some tips to help you prepare and deliver a successful hybrid presentation.
The first step is to select a platform that suits your presentation goals, content, and audience. You want a platform that allows you to share your slides, videos, audio, and other materials smoothly and clearly, as well as interact with your online and in-person attendees. Some popular options are Zoom, Microsoft Teams, Google Meet, and Webex, but you may also consider other tools that offer specific features, such as polls, quizzes, breakout rooms, or live captions. Make sure you test the platform beforehand and familiarize yourself with its functions and settings.
Besides the more popular options, LinkedIn, YouTube, Facebook and several other social media apps allow you to stream live and also allow your audience to watch your session afterwards! Popular apps in this category include StreamYard, Restream, vMix, and Vimeo. You can also use software like Microsoft Teams to go live on LinkedIn or these other platforms, but I have not found an easy way to stream to multiple platforms at once with Teams or Zoom.
As part of platform choice, you should include the option to have moderators or co-hosts in place. You will need someone to help you pay attention to your online audience and let you know if there are issues / challenges or questions.
The next step is to create a professional and comfortable environment for your hybrid presentation. You need to consider both your physical and virtual surroundings, as well as your equipment and appearance. For your physical environment, choose a quiet, well-lit, and clutter-free space that minimizes distractions and background noise. For your virtual environment, use a neutral or branded background that matches your presentation theme and tone. For your equipment, use a high-quality microphone, camera, and speaker, and check your internet connection and battery level. For your appearance, dress appropriately for your audience and occasion, and use the camera angle and lighting to enhance your facial expressions and gestures.
We have begun to use branded backgrounds and I know for larger community events like Teams10X besides branding/templates for your slides, a branded virtual background is required as well! Perfect for consistency and to give a professional appearance!
The third step is to adapt your content to suit the hybrid format and the needs of your audience. You want to create a content that is clear, concise, and captivating, as well as relevant and useful for both online and in-person attendees. To do this, you may need to adjust your slides, visuals, language, and structure. For example, you may want to use fewer slides, larger fonts, and simpler graphics to make your content more visible and readable on different screens. You may also want to use shorter sentences, simpler words, and more transitions to make your content more understandable and coherent. You may also want to use a clear and logical structure that guides your audience through your main points, key messages, and calls to action.
This is a signature of my end user Microsoft 365 apps training. When possible, adapting the content and examples to a minimum an industry and ideally the client is what allows the learning to be job, role or task focused instead of generic examples. If I’m working with agencies that have public board meetings, talking through those specifics helps them understand what they can do and how to do it!
The fourth step is to engage your audience and make them feel involved and valued in your hybrid presentation. You want to create a rapport and connection with both online and in-person attendees, as well as encourage interaction and feedback. To do this, you may need to use different strategies, such as eye contact, body language, voice, and questions. For example, you may want to look at the camera and the in-person audience alternately to maintain eye contact and show interest. You may also want to use gestures, facial expressions, and movement to convey emotion and energy. You may also want to use a clear, confident, and varied voice to emphasize your points and keep your audience's attention. You may also want to ask open-ended, relevant, and inclusive questions to stimulate discussion and participation.
Telling stories and either acting them out or helping your audience relate is a great technique. I often tell a story about a friend that flies airlines and sits in the exit row. He waits for the flight attendant to make the “able and willing to assist in the event of an emergency” announcement and saying for verbal consent and then holds up a sign that says “yes” verbal communication includes written communication (like chat in Microsoft Teams). Oral or audible communication is different. Teams supports both audible and written verbal communication and through video and reactions a bunch of non verbal forms (gestures, facial expressions, etc.)!
The fifth step is to manage the challenges and potential issues that may arise in your hybrid presentation. You want to be prepared and flexible to deal with any technical glitches, communication barriers, or audience feedback. To do this, you may need to have a backup plan, a support team, and a positive attitude. For example, you may want to have a backup device, a backup platform, and a backup file of your presentation in case of any technical problems. You may also want to have a co-host, a moderator, or a technician who can help you with the platform, the interaction, and the troubleshooting. You may also want to have a positive attitude and a sense of humor that can help you cope with any unexpected situations and maintain your professionalism and credibility.
Having a plan A, B and sometimes C never hurts. Some situations may be planned for (tech issues, connection issues, even power outages) but others may present themselves unexpectedly. Finding ways to deal with the unexpected is the sign of a true professional that has planned and thought through the possibilities.
The sixth step is to evaluate your performance and identify your strengths and areas for improvement in your hybrid presentation. You want to learn from your experience and feedback, and apply your insights to your future presentations. To do this, you may need to use different methods, such as self-reflection, peer review, audience feedback, and analytics. For example, you may want to review your presentation recording and notes, and ask yourself what went well and what could be better. You may also want to ask your colleagues, friends, or mentors for their honest and constructive opinions on your presentation. You may also want to collect feedback from your online and in-person attendees through surveys, polls, or emails. You may also want to analyze the data from your platform, such as attendance, engagement, and satisfaction rates.