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Webinar: What It Takes to Run a Great Hybrid Meeting in Construction
- 1. © 2021 Trimble, Inc - All Rights Reserved - Confidential and Proprietary Information WEBINAR: What It Takes to Run a Great Hybrid Meeting in Construction December 9, 2021 | 12pm - 1 pm (EDT) PRESENTERS Erin O’Hara Meyer Sr. Director, Learning & Development Ryan Companies US. Inc. Colleen Kucera Sr. Director of Marketing Ryan Companies US. Inc. Sarah Anderson Learning Administrator Ryan Companies US. Inc.
- 2. Welcome to the Webinar We welcome your questions. If you have questions, please use the Q&A box in your control panel at the bottom of your screen. The recording and slides from today’s presentation will be sent to all attendees.
- 3. © 2021 Trimble, Inc - All Rights Reserved - Confidential and Proprietary Information WEBINAR: What It Takes to Run a Great Hybrid Meeting in Construction December 9, 2021 | 12pm - 1 pm (EDT) PRESENTERS Erin O’Hara Meyer Sr. Director, Learning & Development Ryan Companies US. Inc. Colleen Kucera Sr. Director of Marketing Ryan Companies US. Inc. Sarah Anderson Learning Administrator Ryan Companies US. Inc.
- 4. A Simple Approach for Operational Meetings Successful Virtual Pitches & Presentations Tech Tips Q&A 02 01 04 03 Agenda
- 5. Erin O’Hara Meyer A Simple Approach for Operational Meetings 01
- 7. • Agenda • Decision makers vs. informed • Check calendars & time zones 10am 2pm WEST CENTRAL EAST Before WHAT | WHO | WHY
- 8. • Think about Your Purpose • Use the Agenda • Stay on Topic Meeting Leaders: During
- 9. ALWAYS: • Use your camera • Focus on the meeting • Remove distractions • Stay on mute until speaking • Pause before you begin • Dress professionally During
- 10. During
- 11. • Follow-up within 24-48 hours • Review what worked (or didn't) • Solve connection issues • Send a feedback survey or evaluation • Schedule the next one! After
- 12. Colleen Kucera Successful Virtual Pitches & Presentations 02
- 13. PREPARATION
- 14. Technology • Test the conferencing tool • Assign someone to fix technology issues
- 16. © 2020 RYAN COMPANIES US, INC. | RYANCOMPANIES.COM THE APPEARANCE
- 17. Think Through the Audience Experience
- 18. Framing: Standing vs. Sitting
- 19. Avoid Gathering in a Conference Room
- 20. © 2020 RYAN COMPANIES US, INC. | RYANCOMPANIES.COM DURING THE PRESENTATION
- 21. Make it Easy for the Client • Provide presentation early • Create an agenda
- 22. Transitions • Encourage team members to hand off between slides • Practice
- 23. Attitudes are Contagious • Be confident • Be happy • Want to be there • Pay attention in the meeting
- 24. © 2020 RYAN COMPANIES US, INC. | RYANCOMPANIES.COM BUILDING RAPPORT
- 25. Focus on the camera, not the screen
- 26. Intentional focus on building rapport
- 27. Think Through the Audience Experience
- 29. © 2020 RYAN COMPANIES US, INC. | INTERNAL ONLY • Share screen or content • Annotations • Polls The person who is leading the meeting and speaking to the content Presenter • Mute attendees as needed • Meeting setup and recording • Breakout rooms (Host only) More in the background, quieter during the meeting Host/Co-Host Presenter and Host/Co-Host – Divide and Conquer!
- 30. © 2020 RYAN COMPANIES US, INC. | INTERNAL ONLY © 2020 RYAN COMPANIES US, INC. | INTERNAL ONLY Breakout Rooms • Discuss topics • Re-engage • Brainstorm • Meet people
- 31. © 2020 RYAN COMPANIES US, INC. | INTERNAL ONLY © 2020 RYAN COMPANIES US, INC. | INTERNAL ONLY Annotations • Pulse check • Alternate to Polls • Re-engage Polls • Formal, cleaner than annotations • Get feedback/votes on an idea • Engaging
- 32. © 2020 RYAN COMPANIES US, INC. | INTERNAL ONLY Presenter: Annotations The Presenter can use Annotations to allow participants to draw or write on the screen If not sharing content, there is also a “Whiteboard” feature • Go to Share, then click Whiteboard, select “New Whiteboard”
- 33. © 2020 RYAN COMPANIES US, INC. | INTERNAL ONLY © 2020 RYAN COMPANIES US, INC. | INTERNAL ONLY Create & Share Best Practices
- 34. Q&A 04
Editor's Notes
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- Let’s start by talking about preparation
- Test the technology and use that platform as part of your preparations to practice. There are so many conferencing tools now and often in a client interview, we are using whatever tool the client has scheduled for us to use. It is critical to test it and use it during your practices, especially if it is not WebEx or a platform you are familiar with using. It can be helpful to create a how-to guide for your presentation team, especially if it is a tool other than WebEx. And vice versa for the client - if they are using our tool for this presentation, create a how-to guide for them. And assign one person to be responsible for any technology issues that might arise. Preferably someone other than a key presenter.
- Additional practice is more important than ever in a virtual pitch. Not only do you need to focus on what you will be saying but now there is an added layer of complexity with the technology and that can uncomfortable for all involved. It is tempting to read your script rather than practice and know the materials but that is still very noticeable even in a virtual scene.
- This is probably the most important thing I will say today… if you forget everything else, remember this piece. You are presenting an idea or a pitch and you need the client and your audience to connect with you. If their experience is not a good one, you will not win or get your point across.
- Make sure your team is similar to each other such as all standing or all sitting and has the same proportions to the screen Prop your laptop up with books or anything you can find to make sure it is at the level of your head when you are standing. Make your own version of a standing desk. Frame yourself wisely. Your head and the top of your shoulders should dominate the screen. Preparation is critical with this step. Take time before the meeting to pick your location and put your head fully in frame to ensure you're putting your best face forward. Don’t slump, lean forward slightly Make sure you aren’t rolling back and forth in your chair and bobbing in and out of the depth field
- OK… this one could be a bit controversial. I know several of you out there like to present from the same room. And quite honestly, you probably present better from the same room. If everyone, including the client or audience listening to your pitch, cannot be in the same space, you will be providing your audience a better experience by leveling setting the experience with your own individual screens and audio. Looking at this image here, see how hard it is to make eye contact and build a connection from such a far distance? Then if you look at the other image on the top right of the screen, sharing content makes the video image even more impossible to see. It is hard for the client to see each person talking and hard to build connections and rapport with only hearing voices, not seeing faces. Not to mention it is even harder to hear and/or read expressions when all using one camera and one microphone for the entire room. We continue to explore technology options that will solve for these challenges but until that is mainstream and easily available to everyone, my recommendation is to all be virtual if you cannot all be together.
- Moving onto the big day
- Create an agenda with times and confirm it with your audience before you begin. Give them the opportunity to switch the order or spend more time on a particular topic. If you have practiced, this game day switch will not be a problem. Make sure the client can follow along with your presentation if you lose video connection. Create agenda and confirm with the audience ahead of time before diving into presentation. Provide PPT before interview.
- Encourage team members to hand off between slides. It is harder to transition when not in person. It's perfectly acceptable for someone to say "now, XXX is going to discuss y, x, and z. Make sure to rehearse these transitions just like the rest of the presentation.
- Be confident, but be happy. Life continues to be stressful in 2021 and if you come into a virtual interview happy, they will pick up on that and it will show that you are a solid team and someone the client wants to work with on a daily basis. Often times the pitch is preceded by a proposal. The proposal allow us to showcase our qualifications while the interview is the time to showcase our personalities and chemistry. Be authentic in your responses and appearances.
- And finally, let’s spend a few minutes talking about building rapport.
- Look them in the eye, which in this case is the camera. This is particularly critical when you are speaking.
- Be even more intentional about finding a way to connect with each person on the client side. You need to work to pull people out of their shells a bit more. Brainstorm specific questions to ask everyone, related to their role, ask them to provide additional details on the project, etc. Break up the presentation so it alternates between when you are talking and time to get responses or ask questions of your audience When you aren’t using slides, take them off the screen so there is better interpersonal connection
- This is probably the most important thing I will say today… if you forget everything else, remember this piece. You are presenting an idea or a pitch and you need the client and your audience to connect with you. If their experience is not a good one, you will not win or get your point across.
- While it is is possible to do everything yourself in Webex, it does require a lot of comfort with the technology, especially if you are also sharing your screen. So, we really recommend having someone help you and take on some of those responsibilities. In a large meeting, running the technical side can take a lot of your focus away from the meeting at hand, and if you lose focus on the meeting, so will your audience. What we have on the screen is the format that we use for remote trainings in L&D – the trainer will be the presenter, and I am the host. These responsibilities are partly determined by the limits of how Webex technology works as it is today. Right now, if you are not the host of the meeting, you cannot record the meeting, for example, or set up breakout rooms. On the left, you can see the responsibilities for the presenter are more speaker-oriented, they share the content/screen, they turn annotations on/off, and they open and close the polls. This makes sense to have the speaker do this, so they can advance the slides when ready. The Host/Co Host is more in the background, keeping an eye on the mute function, remembering to hit record, and setting up breakout rooms. Again, if there is no content to share or present, then these roles may shift around. But if you are leading a meeting, you don’t want to be spending your time worried about muting people or background noise, so again, think of someone who can be your partner to help with things like that.
- Breakout rooms are a really great tool for large meetings. Depending on the topic of the meeting, you can use them to spark discussion on a topic, re-engage your audience, have people brainstorm ideas, and even just to make it easier to meet their teammates in a more intimate way that a huge Webex call. POLL: How many of you have either used or experienced the Breakout Room feature in Webex?
- Annotations are fun and easy to use, and they are a great way to re-engage your audience with a pulse check or a poll. They are fun, people like drawing on the board, so it’s a nice fun way to get people to interact. POLL: How many of you have used or experienced the Annotations feature in Webex?
- If you aren’t sharing any content, you can open a blank whiteboard. Go to share content, then click Whiteboard from the options. This opens up a blank slate that you can use.
- And just a reminder, these quick tip resources are available to you in Tools. We probably all have some bad Webex habits in some shape or form - and habits don’t change overnight – but if you as a meeting leader take a few minutes at the beginning to review these best practices, over time we will begin to see changes. The best time to set the stage is at the beginning of the meeting, so just take a minute at the beginning to review the rules of engagement for the meeting, and don’t be afraid to hold people accountable.