A Simple Flow Chart Example For A Non Profit Virtual Presentations That Work

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Virtual Presentations That Work

Executives from Fortune 100 companies are directing their organizations to conduct more meetings using electronic conferencing software (eg, Adobe Acrobat Connect Pro, WebEx). Technical communicators are concerned that the limitations of the medium will seriously reduce the effectiveness of their presentations. They want to equip themselves to develop and conduct electronic meetings that are engaging, interactive and motivating.

I believe that this medium does not create engaging dialogue; This is the communication strategy used. Electronic meetings have many inherent disadvantages (eg, lack of visual feedback, more difficult social interaction), but also strengths (eg, the ability to collaborate over infinitely large distances over time). Flexibility and creativity enable technical communicators to duplicate all the benefits of a physical meeting in a virtual meeting.

There is a wealth of ideas to follow that are useful for organizing virtual meetings.

Get attention

Begin your virtual meeting with a thoughtful introduction. Introduce yourself and invite participants to introduce themselves if time permits. Ask them to share background information, including professional and personal interests and hobbies. Post your picture and pictures of participants if possible. Use innovative methods to collect and share participant background information (eg, matching unique experiences with appropriate participants).

Establish relevance

Poll participants to determine their background and interest in the topic. Use a variety of media. These can include animations, background information, current affairs, cartoons, articles, thought provoking questions, quotes and stories.

Current information

Include the same type of multimedia presentation as you would in a face-to-face presentation. Use a variety of media such as text, graphics, animation, video and multimedia presentations, pictures, diagrams, plans, models, audio presentations and concrete objects. Consistently refer to the meeting schedule you presented at the beginning of the presentation and provide content summaries throughout the session. Present information in small chunks and in a logical flow, changing the pace and format every five to six minutes.

Incorporate engaging communication strategies that include:

o Telling stories

o Guest-speaker presentations, which may be virtual

o Simulation

o Simile

o Assignment

o Case studies

o Discovery learning

o Examples and non-examples

o experiment

o Graphical representation

o Hints and hints

o Imagination

o Mnemonics

o Sports

o Physical models to depict relationships

Support your main ideas with graphics whenever possible. Keep information simple, especially if you’re using PowerPoint. Be careful about color, white space, and fonts; Limit your use of different fonts and colors.

Tell the participants what you are going to tell them, tell them, and then tell them what you have told them. This should be easy, as you have a lot of media to play with. You can set the stage in a multimedia presentation, then present the topic through a whiteboard presentation, and finally review the hot topic using the chat or poll feature.

Enable participants to download documents instead of passing them around. Be sure to use PDFs, as they display and print more accurately than other document formats. Use a whiteboard like a flip chart. Point, highlight, draw and note on the whiteboard. refer to websites and other resources; Use them as valuable sources of information, references, and exercise materials. Present information from another point of view (eg, customer, competitor, user, and engineer). Anticipate and prepare for participant questions. Create job aids that distill relevant information.

Conducting demonstrations

Use case studies related to real-life situations. Ask participants to explore controversial issues. Participants are requested to share their own experiences related to the content.

Show photographs or video presentations of key parts of the demonstration and use drawing and text tools for highlighting and labeling. Use screen sharing to display computer applications and drawing tools to label and highlight sections of the screen. Choose examples and activities that reflect the setting where participants will apply their new skills.

Facilitating practice

Include practice to maintain participation and interest. Assign participants to groups and ask them to collaborate on specific assignments. Group size should not exceed four participants. Assign and rotate roles within each group to ensure sharing and collaboration. If applicable, summarize the activities completed outside the meeting. Encourage lively presentations of no more than five minutes. Encourage participants to use the whiteboard. Use case studies, role-plays and simulations that mimic real-life activities.

If participants cannot interact with real systems, provide links to training databases or test sites. Display participants’ screens if you want to demonstrate their use of applications or share information as part of interactive demonstrations or exercises.

provoking and managing discussion

Open discussion with stimulating comments. Generate ideas by asking leading questions on the whiteboard or in the chat window. Organize a structured discussion by including a proposed discussion outline. Keep the discussion going by clarifying the theme of the discussion and the topics you want to cover. Manage discussions closely. Use a microphone, whiteboard, chat window, or email as media for discussion. Give students the role of “entertainer” during the discussion. Always end the discussion by restating the objectives of the discussion, summarizing the results, and showing how the results relate to the next topic.

Assessing Participant Engagement

Use frequent polling questions to gain understanding, awaken participants, determine their level of engagement, or determine where participants stand on specific issues. Ask clear, relevant, concise and challenging questions. Use the polling feature to ask true/false or multiple-choice questions and see how many participants chose each option. You can keep these results to yourself or share them with all participants. Include questions with some degree of difficulty that match the audience’s level. Avoid brief or abrupt feedback. Participants may interpret such feedback as anger. Ask groups to use the materials and assessment tools in the shared folder to complete in-basket exercises (eg, completing customer service transactions in various scenarios).

Developing and conducting exciting and motivating activities

Create constructive conflict or “creative friction” by:

o Asking leading questions

o Representing other points of view

o Explore material in a new context (eg, in George Orwell’s Animal Farm, the author uses the metaphor of a farm to illustrate the dangers of unbridled capitalism)

Get positive results from difficult situations:

o Directing questions to the group

o Asking the group for solutions or methods to find a solution

o Calling on specific participants for assistance

Create suspense by creating activities (eg, discussions, games) where the outcome is not expected. Also feel free to change the rules as the activity progresses. Provide different rules and instructions to different groups using such chats, selective emails and multiple shared folders.

Enhance participant collaboration by creating group activities. Enable groups to communicate using chat areas or email. If you’re brave, you can set up groups of their own virtual meetings to work together. Be sure to designate a leader for each group.

Good luck and enjoy!

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