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How do you prepare and share your presentation materials for a video conference?

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Video conferencing is a convenient and effective way to communicate with your colleagues, clients, and partners. However, it also requires some preparation and skills to ensure that your presentation materials are clear, engaging, and accessible. In this article, we will share some tips on how to prepare and share your presentation materials for a video conference.

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1 Choose the right format

Choosing the right format for your presentation materials can depend on the purpose and audience. You may need to use slides, documents, images, videos, or interactive tools. When making a selection, consider how much time you have to present, how much detail you need to provide, how to engage your audience, and how to display the materials on the screen. Additionally, make sure your chosen format is compatible and functional with the video conferencing platform and the devices of your participants.

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Rachelle Schmersal

Co-Founder at CloudNow Consulting | Technology Solutions Consultant | Cloud Strategist
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Prepare your presentation using software like PowerPoint. Save it in a compatible format. Test it for smooth display. During the conference, use the screen sharing feature. Optimize settings for best quality. Share the file directly or provide a download link. Encourage interaction from participants.

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2 Design for clarity and impact

When designing your materials, you should strive for clarity and impact. This means that you should use simple and consistent fonts, colors, and layouts, while avoiding clutter and distractions. Visuals, charts, and graphs can be used to illustrate your points, however animations, transitions, and effects should be used sparingly and strategically. Additionally, use clear and concise language that avoids jargon and acronyms. Make sure to highlight the key messages and takeaways. Finally, review and proofread your materials for accuracy and coherence.

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Marie-Therese Gemayel

Senior Channel Manager @ 3CX | Driving Market Growth, Strategic Partnerships
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Visuals are Key: Focus on clean, simple slides with minimal text and impactful visuals (graphs, charts, high-quality images). Too much text is overwhelming on a screen. Less is More: Cut down the number of slides. Video conferences demand more concise presentations. Optimize for Screens: Use large fonts, high-contrast colors, and ensure everything is readable from a smaller laptop screen. Animation and Transitions (Use Sparingly): A few subtle transitions can keep things engaging, but overuse will look distracting and unprofessional. Test with Your Video Setup: Check how the slides look through your webcam in advance. Adjust lighting and backgrounds if needed.

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3 Practice and test your presentation

Before delivering your presentation, it is important to practice and test it to ensure that it runs smoothly and without any technical issues. Rehearse your presentation with your materials and notes, timing yourself and adjusting your pace and content accordingly. Additionally, you should test your microphone, camera, speakers, internet connection, bandwidth, screen sharing, and other features of the video conferencing platform. Additionally, test your materials on different devices and browsers. Finally, ask for feedback from a colleague or friend and make necessary changes.

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Christine Bongard
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Cannot re-enforce enough to perform a tech check before the live performance. Worth the inconvenience to complete this task and get piece of mind knowing you did a run-through the technology all checks out. I always do practice run-throughs of my deck against a timer so I know I can stay within the time limit. I put my cell phone on timer mode during live event to keep me on track.

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4 Share your materials in advance

Enhancing your presentation and engaging your audience can be achieved by sharing your materials in advance. This can build rapport with participants, provide context and background information, generate interest and curiosity, invite questions and comments, and facilitate discussion and collaboration. You can share your materials via email, cloud storage, or the video conferencing platform. Additionally, you should include instructions on how to access and view your materials.

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5 Present with confidence and professionalism

On the day of your presentation, you should come across as confident and professional. This means wearing something comfortable and appropriate, choosing a quiet and well-lit location, checking your equipment and settings, joining the meeting early, introducing yourself and your topic, staying within the time limit, speaking clearly and audibly, maintaining eye contact and body language, using gestures to convey enthusiasm and emotion, interacting with your audience and encouraging participation. After the presentation, don't forget to thank your participants and follow up with them afterwards.

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Christine Bongard
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A few other things I do: 1. Put my LinkedIn link in the chat first thing so people can connect with me. 2. I always ask people to let me know in the chat where they are connecting from. It's a conversation-starter and I can bond with a few of the folks. 3. Adding polls into your presentation supports engagement with your audience. People like polls! 4. Put your handouts in the chat so people can easily download.

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6 Evaluate and improve your presentation

After your presentation, you should evaluate and improve it by asking for feedback from your participants and peers, reviewing the recording and notes of your presentation, and identifying its strengths and weaknesses. It is also important to reflect on what you learned and what you can improve, as well as apply the lessons and best practices for your next presentation. Lastly, don't forget to celebrate your achievements and appreciate your efforts.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Bill (PhoneBill) McClain

Trusted Technology Expert 3X Founder, AI & Telecom Pioneer ?? Supporting Businesses of all sizes and solving big and small technology problems for you.
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Which platform to choose? You need to be familiar with the top video conferencing platforms but have one or two to be an expert at. A good UCaaS service will include built in video solution and in many cases this feature is included in the price.

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How do you prepare and share your presentation materials for a video conference?

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1 Choose the right format

2 Design for clarity and impact

3 Practice and test your presentation

4 Share your materials in advance

5 Present with confidence and professionalism

6 Evaluate and improve your presentation

7 Here’s what else to consider

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