A Last Minute Checklist for Video Presentations

• 00:04 Here's a last minute checklist of things you need to do
• 00:08 right before your next live online conference.
• 00:11 For starters, don't wait to the last minute.
• 00:14 If it's an important meeting, you're talking to an important group of
• 00:18 colleagues, clients, customers, start at least the day before.
• 00:21 Try the platform.
• 00:22 You have perhaps used Skype before or Zoom, but maybe it's been a few months.
• 00:27 They change things all the time.
• 00:28 They change that layout, they change the look, they change the functions.
• 00:33 Really use it in depth, at least a day before.
• 00:37 So you're completely certain you know how everything works.
• 00:41 Now, if it's the day of your conference call and
• 00:45 it's an important meeting, leave nothing to chance.
• 00:49 Restart your computer, try it again.
• 00:51 I recommend that you call somebody in advance using the same system.
• 00:56 So if you're meeting with ten colleagues from
• 00:59 different locations around the country, or around the hall.
• 01:03 Call one of them an hour in advance and say,
• 01:05 I just want to make sure everything's working.
• 01:07 You can see me, I can see you.
• 01:10 Do that every single time, it's crucial.
• 01:14 If you're meeting with people and you haven't met with them regularly,
• 01:18 send them the information on what they need to download.
• 01:22 Most of these platforms require you to download certain things to
• 01:27 give permissions to access the microphone, the audio.
• 01:31 So if you're counting on someone else to deliver important information in your
• 01:36 presentation, don't leave it up to chance.
• 01:39 Make sure they do it in advance.
• 01:40 Test them in advance because I can tell you, I've been guilty of this,
• 01:45 people wait until two minutes beforehand.
• 01:47 They're trying to download something, they're getting frustrated,
• 01:51 they need to restart their computer.
• 01:53 And before you know it, it's seven minutes past the hour,
• 01:56 half the people have already left because you haven't started.
• 01:59 And now a straggler too, worst case you is just now signing up.
• 02:04 You don't want that.
• 02:06 So make sure everyone has downloaded everything they need for
• 02:11 the particular platform you are using.
• 02:15 If you have to call someone in your own home, do it.
• 02:18 If you have to call yourself on your cell phone and answer it back and forth,
• 02:21 I've done that.
• 02:22 Anything to give you that confidence in knowing it works.
• 02:27 Most of the platforms do have an additional checklist so
• 02:30 you can make sure that you're able to hear from that platform.
• 02:34 And that platform can accept your microphone and hear you.
• 02:39 Even though you've used it perhaps dozens of times, check it again right before.
• 02:46 Now in real life, if you're someone who always shows up on time for meetings,
• 02:50 you know, so as I do, it's annoying to get there on time and
• 02:53 then have to wait for others.
• 02:55 If this is your meeting that I want you to forget being late,
• 02:59 I only want you to be on time.
• 03:01 I want you to be early.
• 03:03 Sign on early, make sure everything is working.
• 03:07 I like to sign on at least five minutes before the start time.
• 03:10 That way you can say hello to people when they come on, there's less pressure.
• 03:14 People can get used to each other's voices.
• 03:17 They can get used to putting the mute button on.
• 03:20 And this way you can start right on time, or at least as close to on time as
• 03:25 possible so you don't waste the time of the people who showed up on time.
• 03:30 Now, other things on your checklist.
• 03:32 Make sure if you're in a house with other people,
• 03:35 a do not disturb sign goes on your door, if you have a separate room.
• 03:39 If you're doing this in a common space, a bedroom,
• 03:42 a living room, make sure others in your family know this is not the time to be
• 03:47 walking by in your bathrobe or a towel and calling out.
• 03:50 They need to give you some quiet time and some privacy.
• 03:55 And finally, think about your own comfort.
• 03:57 If this was going to be an hour long conference call, have your water by you.
• 04:03 Don't want to have to say, excuse me, let me get up and
• 04:07 go get something and come back.
• 04:09 Also, have some tea.
• 04:12 I mean, that's part of the advantage of having a conference call from home,
• 04:15 is you should have access to tea, coffee, things like that.
• 04:18 Ideally, I hope you do.
• 04:21 Figure out what you need to make yourself comfortable.
• 04:23 Before the meeting starts, if it's going to be more than a 20 minute
• 04:28 conference call, I'd recommend go to the bathroom one last time.
• 04:32 You don't want to have to have unnecessary interruptions in the live conference call.
• 04:40 Finally, make sure you have any documents, any notes that you want to use.
• 04:44 If you are using a system that allows you to run PowerPoint or
• 04:49 to run any other sort of presentation software, do a run through.
• 04:53 Do a practice with it on the actual system.
• 04:56 You may have used it on a laptop, the paper version, but you want to get
• 05:01 comfortable using it in the actual online meeting platform you're using.
• 05:06 Do all these things right before every single important conference call and
• 05:11 you'll be in much better shape.

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