Unit 9: Speaking to an Online Audience
You may be asked to deliver a presentation online, which can take on various forms. However, online presentations contain most, if not all, of the elements of presenting that we have studied so far. As we will explore in more detail in Unit 10, your presentation aids should be the same regardless of the delivery method. You should incorporate the same elements of presentation style we have discussed throughout this course.
The particular format of your delivery largely depends on the technology your audience has available. In this unit, we examine some common online environments and technical guidelines you should follow to ensure a smooth and professional delivery.
Completing this unit should take you approximately 1 hour.
Upon successful completion of this unit, you will be able to:
- compare the advantages and disadvantages of different digital contexts; and
- explain how to use presentation aids effectively in the digital environment.
- compare the advantages and disadvantages of different digital contexts; and
9.1: Presenting Online
First, let's review an overview of online public speaking. Then, we explore three broad categories of digital presentation environments: live, recorded, and webinars. During a live presentation, you meet with your audience during the same or "real" time (synchronously) via audio or video conferencing. Some use the phrase teleconferencing. A recorded presentation is delivered and watched by the audience at a later time (asynchronously). Webinars are presented to a "live" digital audience but are usually recorded for those who want to watch them later.
Presenting in the online environment was becoming a regular part of life by the time the chapter you are going to read was published in 2019. However, the global pandemic of 2020 gave a giant and powerful push for all speakers to become familiar with presenting in the online environment. Whether in academic, business, or public life, online presenting is here to stay. Becoming familiar with various forms of online presenting and some of the practices that will help you present successfully in the online environment is critical.
Live Presentations
When you are invited to deliver a live or real-time digital presentation, you will usually be asked to present for a certain amount of time. You can control what the audience can see and hear. Preparation and practice are essential. Plan to run through your presentation by yourself or with a small audience to obtain feedback and familiarize yourself with the content. Ensure you know how to work the software or technology platform you will use and are comfortable with its operation.
Be sure to arrive at the meeting venue early or log in to your presentation platform as soon as you can so you have time to test the equipment and technology tools you plan to use. Make sure that everything works properly, especially the internet connection and any video materials you plan to show. Be prepared to respond appropriately if they stop working during your presentation! For example, you may need to describe the visual materials you intend to display if the technology fails.
Recorded Presentations
Recorded or prepared presentations offer more leeway to go back and correct mistakes or technical glitches. Depending on the context, you may be expected to provide a recording or "voiceover" to accompany your slides using software like PowerPoint, Keynote, or Google Slides. You may be asked to record your presentation through multiple cameras or other inputs and mix everything using software like Adobe Premiere or Final Cut Pro. In these instances, make sure you understand what is expected and do not agree to do anything beyond your technical expertise.
Webinars
A mixed delivery format refers to presentations given to live audiences and recorded for later viewing. A webinar resembles a live face-to-face presentation given to an online audience, although you may not be able to see everyone in the audience. Communication software, such as Adobe Connect, Skype, WebEx, or Zoom, allows you to share your presentation aids or slides, such as a PowerPoint presentation. You can also record your presentation for those who want to watch it later.
When there are technical limitations, it can be difficult to interact with a large group, but most software platforms have creative interactive tools to engage your audience. For example, you may see several audience members at once via multiple webcams, poll the audience for feedback, offer closed captioning, share documents, or display other websites during your presentation. Most webinar platforms have a chat-room discussion board, so you and your audience can type in questions, share links and resources, and converse digitally with other participants.
9.2: Guidelines for Online Presentations
While many presentation formats are available, some general guidelines can help you use some standard features. The preparation advice we have discussed so far still applies!
This graphic is a checklist of the various aspects of presenting online and how to set yourself up for success. It is a resource you might consider saving and keeping handy for the next time you present online.
This video introduces the considerations you should make to give a successful presentation to a virtual audience, whether they join you live online or via a recorded presentation.
Watch this short video to learn to recognize the similarities and differences between live and online presentations and to learn how to set up a recorded presentation.
Screen Presence and Camera Placement
Anticipating what your audience can see throughout your presentation is especially important online. For example, can you control the video transitions between your face and presentation aids? Can your audience see your head and shoulders at all times? Should you sit or stand during your presentation? Will others be part of the presentation? If so, where should they put themselves for maximal effect? How much material can you cover during your presentation time?
Make sure your camera frame includes a small amount of headroom (the space above your head). When you are seated, the camera should capture everything above your ribs. When you are standing, the camera should capture everything from your waist up. In all cases, make sure you are wearing the clothing you want your viewers to see, but plan for last-minute changes if you want to portray professional business attire. For example, you may not want to wear jeans with your business suit jacket if you need to stand up during your presentation.
9.3: Lighting
Most webinar platforms allow you to use the camera on your computer so your audience can see you during your presentation. Consider adjusting your camera location, lights, and microphone to maximize quality. Make sure your room is lit appropriately, with all light sources originating from behind the camera, so you do not appear as a shadow. Also, ensure the camera can focus clearly on all the people and items that will be part of your presentation that you want your audience to see.
Watch this video, which demonstrates the importance of proper lighting.
9.4: Background
Whether presenting from your office or home, focus your camera on a blank wall space to eliminate distractions. If that is not possible, clean up your office shelves and remove any mess from your camera shot. You do not want to include anything that will distract your audience from their connection with you and your message.
Taking your surroundings seriously demonstrates you are fully present to your audience. Put the cat in another room, the dog outside, the kids next door, and attach a sign to your door that communicates your need for privacy. Avoid anything that can make noise, including your phone, doorbell, air conditioning unit, and street traffic. Finally, close out any personal and irrelevant applications on your computer that could interrupt your presentation, such as email or messaging alerts.
Watch this quick tip on troubleshooting background noise before your presentation. Creating a video to pinpoint sound issues can also help you identify visual distractors you may not notice otherwise.
9.5: Sound and Vocal Delivery
Test your sound equipment to ensure it works how you want it to. For example, some microphones garble or distort your voice if you speak too loudly or sit too far away. Some limit your range or voice dynamics. You may need to ask your audience to adjust their volume controls if your microphone does not adequately broadcast your voice.
Watch this brief video for ideas on how to maintain a conversational tone. It is important to be comfortable with the technologies you use.
9.6: Eye Contact
Making proper eye contact with your audience during an online presentation can be difficult. Often, you will want to look down at your computer rather than at your webcam to view your slides, monitor the conference chat room, and watch for your audience's reactions. Try to look directly into the camera, as if you are looking into your audience's eyes. Glance briefly at your screen occasionally to check audience reactions and monitor other aspects of your presentation. When you receive a comment or question, it is better to look at your computer monitor to gather more information from your questioner and get a better message.
Watch this quick tip on maintaining eye contact with a remote audience.
9.7: Movement
How you hold yourself reveals your feelings about the topic and the presentation. It is easy to forget people are watching you when you are alone in a room with a camera. Maintain a strong posture and avoid leaning back in your chair or slouching on your desk. Keep your back straight and maintain eye contact with the camera. Glance at your audience to read their feedback, but present to the camera as much as possible to help them feel you are presenting directly to them.
Keep in mind that your space is limited, and small movements can take you out of the picture. Do not place your hands in front of your face because it will hide you from your audience. Also, because the camera's scene is so small, your movements will be amplified onscreen. Limit your movements as much as possible, but make sure any gestures you wish to display are within the camera's viewing area.
Read these tips on how to use your dress, posture, personal visualizations, and pauses to engage your audience during a face-to-face or online presentation.
Watch this video for advice on presenting during a teleconference. What movement guidelines apply during this type of online presentation?
9.8: Using Visual Aids during an Online Presentation
The particular technology you use will dictate how you can integrate your presentation aids with your spoken words. For example, most webinar platforms allow you to switch the visual display so your audience can see your presentation aids and webcam images. However, some only allow you to display your presentation aids.
Make sure the software you use to create your presentation aids is compatible with the webinar platform and displays the presentation the way you want. Also, make sure you are familiar with the particular platform you will use in case you need to make any last-minute adjustments to comply with a new format. In Unit 10, we will explore how to use your presentation aids in online and face-to-face formats in more detail.
This video focuses on helping instructors set up Zoom to share PowerPoint slides but will help you think about how to use a slideshow during a presentation and what you should keep in mind as you do so. There is also a discussion of some limitations and what that can mean for your audience. He talks about being prepared to switch between a slideshow and a full-screen discussion mode. Depending on your audience and purpose, this is a practice that can help make your presentation more engaging for your audience, but it does take some practice to get comfortable switching while you are presenting.