Virtual Delivery Tips

Your presentation is about to start, and you just need to know what is most important right this second. That’s right here:

Try to find a location where you’re not back-lit, and use a presentation light if you can.
Log in 30 minutes early to make sure that everything is working technically.
Don’t use a speakerphone for your audio.
You can load your file into Webex or share screen.
Don’t read slides – use your own words.
Try to mix up delivery methods to keep the audience engaged (hints in Taking It to the Next Level).
Utilize the support of a Workshop Specialist next time if you didn’t do so this time.

Before you prepare to deliver a presentation, you need to prepare the material itself for delivery. If you are presenting something already developed by someone else, skip to the next section.

Use the correct TMBC PowerPoint template for creating your slides (speak to the design team if there are questions)
Use imagery, infographics, and color in your slides
Rather than using lots of words, lean on evocative imagery and put talking points in the notes area when possible
Use short videos (digital shorts) to replace small portions of content that is replicated every session (i.e., facilitator intro, feedback survey, or logistical items)
Use a progress bar in PowerPoint to help viewers orient where they are in the content

Load File vs. Screen Share

To load your PPT file, in WebEx go to File > open and share > browse to the file you will be presenting from.
To screen share, in WebEx click the share button and select the screen you want to share.
Advantages to loading the file:
- Any other host, co-host, or producer can navigate through your slides should your internet collapse.
- Annotations work seamlessly.
- No impact to polling or chat features.
Advantages to screen share:
- Easier to be in gallery view (for loaded files, go to a file drop-down in Webex and click the x)
- Can make tweaks to the presentation right up until delivery time

The way your workspace is set up will have a tangible difference in how the presentation goes. Consider some of the following when preparing your space.

General Workspace Notes

Select a comfortable chair with back support.
Desk should be minimum 36 inches wide.
Set desk position for good background and echo prevention
Your sightline should naturally rest within the top 30% of your monitor(s).
Choose between a light-colored, plain background or consider a statement piece behind you that reflects your interests, hobbies, or activities that you enjoy outside of work.
Use a hard-wired Internet connection if at all possible.

Lights

Select the appropriate lighting equipment for your level of delivery (see equipment section below).
Choose a location where you get natural light from in front of you.
Avoid backlit areas or windows behind you.

Audio

Select the appropriate microphone for your level of delivery (see equipment section below).
Microphone placement is best slightly below your chin, rather than directly in front of your mouth.
If you have long hair, consider tying it up, as it could cause audio interference if it brushes up against the microphone. Also true for long earrings or other accessories.
Everyone’s setup is a bit different, but generally in order of end user experience (from best to worst), consider:
- Having Webex call you on a landline/cell phone.
- Having Webex call you on your SOHO landline
- Having Webex call you on your cell phone
- Dialing into a Webex conference from your phone
- Using VOIP in Webex

Camera

Select the appropriate camera for your level of delivery (see equipment section below).
Camera should be placed slightly above you and a few inches behind your monitor.
If standing, you should be on camera roughly from the waist up.

Delivery Strategies

If possible or accessible, leverage a Workshop Specialist/Producer to partner with you on the delivery (help manage features you wish to utilize, technical issues, monitor chat, etc.) as well as partnering with the Client Success Partner/Deployment Consultant to learn what is needed about the client before the delivery.
Utilize a Workshop Specialist/Producer for creating and running the event if possible.
When possible, have more than one presenter to leverage variety in presentation styles
Never read the slides – speak from notes or naturally to the topic.
Stand up every 30 minutes, and encourage the audience to do the same.
Gallery view can be a great way to break up the time together and bring the audience back in – but can be exhausting if used for too long.

If you regularly present, especially if your primary work is to facilitate virtual meetings, consider purchasing equipment to support your delivery.

Lights

Not recommended: Ambient light in the room
Minimum: A ring light that clips to your computer (picture) or tripod ring light (picture)
Good: ($59.00) Volkano Insta Ring-Light Tripod (Note: if you wear glasses, a reflection of this light may distract participants)
Better: ($70.00) LumeCube
Going the Extra Mile: ($179.00) Neewer Lights

Microphone

Not recommended: Speakerphone
Good: Any earphones with microphone capabilities
Better: AirPods (any version)
Going the Extra Mile: Shure Microphone

Camera

Minimal: Standard laptop camera
Good:Logitech/Microsoft cameras, $25 – $85. Ones in this price range are pretty good and usually available through Ariba’s Staples account. Some examples include:
- Logitech C920e HD 1080 webcam, 2 Megapixels, Black (960-001384)
- Microsoft LifeCam Studio Webcam 1080p HD
Better: Logitech/Ausdom, $85-$250. Ones in this price grange are a bit higher quality and sometimes available on Ariba’s Staples account. Some examples include:
- Ausdom 12MP 1080P Universal Webcam (AW615)
- Logitech StreamCam 2.1 Megapixels Webcam (960-001280)
- Logitech Brio Pro Ultra HD Webcam, Black (960-001105)
Going the Extra Mile: Canon EOS/Or similar DSLR Camera, Prices Vary. Professional cameras such as Canon EOS are the best quality by far.
- Here is the link to the Canon EOS Webcam Utility.
List of supported cameras from Webex support: https://help.webex.com/en-us/fw8u4j/Webex-Video-Support that may be helpful in finding the best option for you.

Think about what the overarching mood of your presentation will be. Want a high-energy room? Thoughtful reflection? Picture the ideal audience response, and plan accordingly.
Note: all timers are 15 minutes long. Ask your producer to start the timer at the appropriate point (e.g., 5 minutes before start).
Timers available for use, in order from highest energy to calmest, include:
- High-Energy — Funky music theme, dancing people ending with applause
- High-Energy — Fiesta music theme, dancing people ending with confetti
- High-Energy — Soft pop music theme, dancing people
- Reflective — Ambient spa music theme, bubbles and stars with alarm clock (good for short “think-about” requests mid-meeting)
- Reflective — Nature sound theme, rotating earth ending with chime
- Reflective — Soft piano music theme, hot-air balloons and clouds
- Simple and understated — TMBC “lava lamp” effect without music

Log in to Webex 30 minutes before start time and run a tech check:
- Internet connection
- Camera, microphone, lighting
- Slides and videos
- Polling or other interaction tool(s)
- Go over roles and responsibilities with the delivery team one last time before delivery time
Use countdown timers with music to begin a session and during breaks, creating a musical/visual theme for the whole virtual experience (we suggest leveraging this when you have a producer – difficult to manage as a facilitator alone)
Share Housekeeping items with early arrivals:
- Who’s supporting the event: Facilitator, Host etc.
- How to enable chat
- How to Unmute/Mute yourself
- How to dial in via phone

Once you have the mechanics of a good presentation down, here are some additional ways you can enhance the experience for your participants.

Aim to change the dynamic about every 5-7 minutes.
Consider some of these alternative ways to interact with the audience:
- Multiple speakers
- Live polls
- Q&A segments
- Brief quizzes
- Webex breakout rooms
- Annotation tools in Webex
- Word display or ranking (PollEverywhere or Slido)
- Brainstorming and whiteboarding with Miro (get confirmation this is available for all)
- Camera-off visualization exercises
- Stretching or relaxation exercises
- Turning off presentation to have participant view (“Brady Bunch” view)
Webex supports multiple cameras that you can quickly toggle through so you can go from sitting or standing as well as experiment with different camera angles to vary the participant experience.
Reduce Webex fatigue in yourself and in your participants
- Too much eye contact? Take Webex out of full-screen, and reduce the size of windows relative to your monitor (to reduce face size).
- Tired of seeing yourself? “Hide self view.” In Webex, this is done by showing yourself in a floating panel and then minimizing that panel.
- Too little movement on-screen? Get more distance between your face and the camera. Establish ground rules that allow people to turn off their cameras sometimes.
- Too much cognitive load? Take “audio only” breaks, where you not only turn off your camera, but physically turn away from the screen and perhaps close your eyes.

Facilitator

Delivers the content
Owns the deck
Gives a copy of the deck to the Producer/Workshop Specialist as backup
Participates in preparation as needed
Depending on the WebEx modality, either shares or uploads (Training only) the deck.

Host/Producer

Schedules, starts, and ends the session and/or recordings of the session
Assigns roles as needed to other participants in the session
Manages crowd with facilitator (chat/mute/q+a/breakout rooms/polling) allows the facilitator to focus on the content.
Has backup copy of the facilitator’s deck
The host is always the Workshop Specialist. In situations where the Workshop Specialist is not available Field Enablement will fill in or designate a member of CS or DC where appropriate
This includes delivery of Virtual Workshops and/or Events, Certifications, Virtual Learning Events and StandOut Sponsor Training where appropriate.
Suggested Script for Host: (always meet with the facilitator during prep to determine these roles and talk track)

Greet participants as they arrive with the Facilitator.
Officially kick off the call by welcoming the participants to the event and introducing yourself.
Share general virtual delivery housekeeping items. For example: “Your lines are currently muted to eliminate background noise; please leverage the chat box for communication by sending to All Participants (we may unmute lines if it is a smaller group); we will save time for Q&A; message the WebEx Host if you are having any technical issues”
Introduce TMBC Facilitator (i.e.: I will now turn over the call to , who will be the facilitator for today’s session).

Producer

Responsible for tech/venue log in issues, dial in issues etc.
This is run by a client rep when using any technology other than TMBC Webex.
Producer/Host are the same person when using TMBC WebEx.
This position should be on the call for the entirety of the session.

Client Success

Provide the Facilitator and Workshop Specialist the information needed from the client. (participants lists, StandOut Roles and/or management of completion of assessments)
Supports intros as needed as well as being an attendee to all Virtual Learning Events as they have the expertise and information that the facilitator/Workshop Specialist does not have.

When you’re presenting information to a client and won’t have the option of partnering with a Workshop Specialist, there are still many options that you can take advantage of to keep your audience engaged.

See if you can incorporate some of the other best practices from this article into your presentation to clients, such as:

When possible, consider co-facilitating with your CSP2 or DC partners. As reflected in the general best practices above, our research has shown that audiences are more engaged when there is more than one individual conveying a message during a learning session. An additional benefit of having a facilitation buddy is that when the other is presenting, you have the ability to support each other to take on some of the responsibilities typically thoughts of for the Workshop Specialist, like
- Monitoring the chat window and addressing any potential technical challenges behind the scenes
- Monitoring attendees who may have inadvertently un-muted themselves and are causing audio distractions. You can mute these attendees yourself to keep the focus where you want it to be.
- Collect and save questions coming in through the chat window for a planned pause for Q&A, so that you can repeat them aloud for the benefit of both your partner and the attendees

Being mindful of home office lighting and microphone options, and eliminating potential for connectivity issues or other unwanted distractions
Utilizing images, videos, infographics, break-out rooms, Q&A, polls in order to keep things interesting for your audience

Homeshore Setup

If you are listed as “homeshored” in the ADP Portal, consider talking to your manager about getting set up with the homeshored equipment setup.
This setup allows for seamless experience between being docked and going to WIFI, the internet tends to be more stable, and most importantly, it allows you to augment your home office with things like dual monitors (which is a strong recommendation).
Homeshore information page on ADP Portal: https://pilot.myadp.adpcorp.com/resources/flexible_work_arrangements/work_from_home#
Link for manager to initiate homeshore set up: https://pilot.myadp.adpcorp.com/adp_editor/download/4878

Mute/Unmute:

Audience is muted upon entry to Webex. To unmute yourself, please select the unmute icon to the right of your name on the side panel. Unmuting on your personal phone will not unmute you. If you need help, the Event host can also unmute you.

Pass the Presenter Ball:

Right-click on the presenter name and change role to Presenter, or
Drag the presenter ball to the desired presenter.

Turn off Q&A (for Host use only):

Navigate to the Event tab on the top toolbar
Find Options
Uncheck Q&A option
Apply

Set Up Attendees to Chat with All Participants:

Navigate to Participant Tab
Select Assign Privileges to Attendees
Select All attendees. This will enable the All Participants in the dropdown feature of Chat
Apply

Identify the Chat Feature for Participants:

Hover over the bottom of your screen to enable tools
The chat function is the image that looks like a chat bubble
Participants can control who they chat with by selecting the appropriate option under the To: dropdown

Set up Webex Training/Events:

Steps to set up a Webex Event or Webex Training:
- Log into TMBC Webex Account
- Select Webex Training or Webex Events on bottom left nav
- Select Schedule Training or Event on left nav under Host a Session
Basic Information:
- Enter an Event Name
- Uncheck Registration Required
- Change Event password to a simplified option such as 4 digit date of event (ex. 0406)
Date & Time:
- Enter Start Date
- Enter Start Time *Be sure to enter a time that is 15 min before the actual meeting time to allow for tech set up)
- Select Time zone of the event (ie. if the event is MST be sure to select that from the time zone dropdown
Audio Conference Settings: Default options can be used. You can enable entry & exit tone if needed
Event Description & Options: Who can view the attendee list: All participants can be selected if there are no restrictions. Default option is Only the host, presenter and panelists
Attendees & Registration: No action needed unless you want to restrict attendance or have attendees register to attend
Presenters & Panelists: Create invitation list. You can add names/emails of all panelists to the Create Panelist Invitation List. Only contacts with TMBC Webex accounts can be Invited as alternate host
Email Messages: No action needed unless you want Webex to manage the email invitations
Schedule This Event: (click button)

Host: The host is the person who schedules, starts, and ends the session and or recordings of the session. A host can also assign roles to other participants in the session. The host role can be reassigned once in a live session.
Presenter: Responsible for sharing and annotating presentations, whiteboards, documents, and applications in a training session.
Panelist: The panelist is a person who has been identified as a speaker or presenter within the live session. A panelist can also assist presenters by responding to chat messages, conducting polls, and responding to questions in the Q & A panel. You can have multiple panelists in a session. (only available in Webex Events)
Attendee: Any person attending the session who is not already identified as a Presenter, panelist, or host. Attendees are typically who the session information is being presented to.

Types of Webex Solutions

Webex Meetings: Host and attend video meetings. Present information, share applications, and collaborate on products. Good for: collaborative sessions, internal and external meetings, product and project coordination, demos, sales presentations.
Webex Training: Delivery highly interactive and effective online training and e-learning. Good for: employee, partner, and customer training product rollouts; certification and IT training; distance learning.
Webex Events: Stage large-scale online events and webinars. Good for: webinars, events and conferences, product launches, employee communications.

Solution/Feature	Webex Meetings	Webex Training	Webex Events
Max number of attendees	1000	1000	3000
Real-time sharing (screen, application, file, browser)	Yes	Yes	Yes
Multimedia sharing	Yes	Yes	Yes
Whiteboards and annotation tools	No	Yes	Yes
Text chat	Yes	Yes	Yes
Moderated Q&A	No	Yes	Yes
Personal room	Yes	No	No
Participant list	Yes	Yes	Yes
Polling	No	Yes	Yes
Post-event surveys	No	No	Yes
Registration management	Yes	Yes	Yes
Breakout sessions	No	Yes	No
Permissions-based remote control	Yes	Yes	Yes
Reports	None	Live usageRecorded training accessRegistration	RegistrationAttendanceInactivityAttendee historyEvent recording
Attendee video sharing	Yes	Yes (not gallery view while presenting)	No
Mobile device join/attend	Yes	Yes	Yes
Web app join/attend w/o download	Yes	No	No
Email invitation join/attend	Yes	Yes	Yes
Network-based recording	Yes	Yes	Yes
Presentation sharing capabilities (upload vs. share)	Share only	Both/either	Share only
Gallery view of participants (Brady Bunch)	Yes	No	Yes

**This is as of 6.5.2021. Please visit Webex support for most up-to-date features**