How to Present Virtually

Whether your are using a desktop, laptop, tablet or smart phone, they are all basically computers at heart.  How do you keep them operating smoothly?  Here are some simple things you can do to keep things performing the way you want.

How you are displayed can greatly influence how your message is received and how you as a professional are perceived.

This video should help you explore some of the differences in setup.


Here is a more complete list of tips and recommendations:

Computer

  • Use a powerful desktop or laptop
  • Avoid using a cell phone or tablet to control the Zoom session (they have limited features)
  • You can use a cell phone as a timer ( mute the sound & even vibration for all notifications & calls )
  • Use a tablet as a viewer to verify picture and sound quality
     (but turn off the mic & camera after verification)

 

Connection

  • Connect to your router using a ethernet cable (looks like a thick phone cord), avoid using WiFi
  • Shutdown all the applications that you will not be using in your presentation
  • Shutdown all other streaming, gaming, video applications or systems that connect to the internet
  • Verify your upload and download speeds are AT LEAST 3 Mbps
  • Use https://www.speedtest.net/ to test internet speed

Streaming

  • Update your Zoom application
  • Update your computer & restart it a couple of times until all the updates are completely installed.
  • Store all the files you need for your presentation locally on your computer

Audio

  • Make certain you are in a quiet room that doesn’t have a lot of echo
  • Use an external microphone (try to get it as close to your mouth without getting extraneous noises)
  • Put do not disturb on your doors and ask pets and humans to be quiet
  • Turn off anything that makes loud noises; air conditioners, phone ringers, calendar reminders, messaging apps, Facebook, Linkedin and other website alerts.

 

Video

  • Place your camera on a stable platform that doesn’t shake.
  • Raise the camera so that it is at eye level and don’t appear to be looking down at everyone.
  • Make certain you are framed close enough to see your shoulders and a couple of inches above your head with your mouth in the center (sort of like a Passport photo or a mugshot)

 

Background Setting

  • Ideal: Slide background
  • Good: Simple background with no distractions
  • Bad: Backlit (light source is behind you), hallways, traffic areas

Lighting

  • Ideal: Place 2 large LED lights off to your left & right pointing at you
  • Good: Ring light setup around your camera in a well light room
  • Bad: Standard overhead room lighting

Personal Appearance

  • Sit straight
  • Look straight into the camera
  • Please WEAR PANTS or DRESSES, you never know when you might have to stand up.

Things to Avoid

 

Test setup

✓ Do’s

  • Use a powerful desktop or laptop.
  • Fully charge all your devices with anticipation. Ideally have your charger connected to avoid running out of battery.
  • Check your system performance as you run through your presentation on you video conferencing system.  If it gets above 80% CPU, either stop all other processes, stop video backgrounds & video “touch up” features or find a more powerful computer

Streaming:

  • Update your Zoom application
  • Update your computer & restart it a couple of times until all the updates are completely installed.

Tips:

  • Use a tablet as a viewer to verify picture and sound quality
    (but turn off the mic & camera after verification)
  • You can use a cell phone as a timer (mute the sound & even vibration for all notifications & calls)

✘ Don’ts

  • Avoid using a cell phone or tablet to control the Zoom session (they have limited features).
  • Don’t operate your computer in a hot or poorly ventilated environments
  • Avoid getting direct sun on devices as sunlight can cause dark screens and cases to overheat
Useful Keyboard Shortcuts

Here is a complete list of short cuts:
https://support.zoom.us/hc/en-us/articles/205683899-Hot-Keys-and-Keyboard-Shortcuts-for-Zoom

For MacOS, iOS and Linux users, scroll down to the bottom of the page.

For Windows users:

To control your view:

  • Alt+F1: Switch to active speaker view in video meeting
  • Alt+F2: Switch to gallery video view in video meeting
  • Alt+F4: Close the current window
  • Alt+F: Enter or exit full screen
  • Alt+H: Display/hide In-Meeting Chat panel
  • Alt: Turn on/off the option Always show meeting control toolbar in Accessibility Settings
  • Alt+U:Display/hide Participants panel

To control what you broadcast:

  • Alt+V: Start/Stop Video
  • Alt+A: Mute/unmute audio
  • Alt+S: Launch share screen window and stop screen share Note: Will only work when meeting control toolbar has focus
  • Alt+Shift+S: Start/stop new screen share Note: Will only work when meeting control toolbar has focus
  • Alt+T: Pause or resume screen share Note: Will only work when meeting control toolbar has focus
  • Alt+N: Switch camera
  • Alt+F1: Switch to active speaker view in video meeting
  • Alt+F2: Switch to gallery video view in video meeting
  • Alt+M: Mute/unmute audio for everyone except host Note: For the meeting host only
  • Alt+S: Launch share screen window and stop screen share Note: Will only work when meeting control toolbar has focus
  • Alt+Shift+S: Start/stop new screen share Note: Will only work when meeting control toolbar has focus
  • Alt+T: Pause or resume screen share Note: Will only work when meeting control toolbar has focus
  • Ctrl+W: Close current chat session
  • Ctrl+Up: Go to previous chat
  • Ctrl+Down: Go to next chat
  • Ctrl+T: Jump to chat with someone

To control the experience for others ( You must be the Host or Co-Host)

  • PageUp: View previous 25 video stream in gallery view
  • PageDown: View next 25 video stream in gallery view
  • Alt+M: Mute/unmute audio for everyone except host Note: For the meeting host only
  • Alt+S: Launch share screen window and stop screen share Note: Will only work when meeting control toolbar has focus
  • Alt+Shift+S: Start/stop new screen share Note: Will only work when meeting control toolbar has focus
  • Alt+T: Pause or resume screen share Note: Will only work when meeting control toolbar has focus
  • Alt+R: Start/stop local recording
  • Alt+C: Start/stop cloud recording
  • Alt+P: Pause or resume recording
  • Alt+I: Open Invite window
  • Alt+Shift+R: Gain Remote Control
  • Alt+Shift+G: Stop Remote Control
  • Ctrl+2: Read active speaker name

Some keyboard shortcuts to share with viewers and attendees:

  • Ctrl+F: Search
  • Alt+Y: Raise/lower hand
  • Ctrl+Alt+Shift+H: Show/Hide floating meeting controls
  • Alt+V: Start/Stop Video
  • Alt+A: Mute/unmute audio

Technologies to troubleshoot:

  • Not connecting to internet?  Check your network from another device, check your network settings & signal strength
  • Programs not working properly?  Is your computer running latest version of operating system?
  • Running slowly?  Do you have enough disk space or memory?  Are you running unnecessary programs at the same time?
  • Computer overheating?  Bring device into a cool environment, remove any dust, check that fans are operating and that air can flow over vents.

Technologies to consider:

  • Additional memory
  • UPS Battery Backup

 

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