OBJECTIVES
- Hold your client’s attention and make it easy for them to follow along with you.
- Be focused and on point, using your slides and words to hammer home your key messages.
- Maintain control of the meeting and the message.
- Accomplish all your goals within the time allotted.
TECHNIQUES
A. Working with your visuals
The decision to use paper books or an electronic presentation is an important one when presenting to a hybrid audience. Needless to say, paper books must be mailed to virtual attendees in advance. If you choose to use a paper book you may still want to share your screen during the live meeting so all attendees can easily follow along. Alternatively, you will need to continuously verbalize what page you are on for virtual attendees who cannot see you turn the page.
Regardless of which approach you take, you want to make it easy for your client to follow along with you so they are free to listen, think, and learn.
When working with visuals, these techniques will help you hold your client’s attention, and ensure they understand and remember your message.
1. Simplify your visuals.
Less is more! Your time is limited so you cannot afford for the client to get lost in complex visuals.
2. Each page or slide should make one key point that supports your bigger story.
Include only the most impactful information needed to tell your story — nothing more!
3. Apply simple animation.
Use the ‘Appear’ or ‘Fade’ animations in PowerPoint so you can click through and speak to one chunk of information at a time. This will help you hold the client’s attention and keep them following along, not reading ahead.
Example:
Resist using other animation effects because they can seriously detract from the quality of your presentation. Leave those to the professional designers.
4. Clear your page or slide.
Tell them in 1-2 sentences what they are looking at BEFORE diving into the details of the slide. Once the client knows what they are looking at, they will pull back from reading and are more likely to relax and follow along with you as you take them through the details.
Example:
“The key point of this slide is X, and I want to focus on how this can add significant value to you by…”
When you have graphs, charts, or some other complex visual, tell them in a simple sentence what they are looking at before you walk them through it.
Example:
“What you are looking at is a graph of X which represents …The horizontal axis tells us…and the vertical axis is…Let me take you through it.”
By giving them a quick headline of what they are looking at, you have freed them from being stuck inside your slide trying to figure it out! You now have their full attention.
When you first start clearing your slides, it may feel like you are stating the obvious. But remember, while you know your slides and your story inside and out, this is the first time your client is hearing your story and they have never seen your slides before. They will default to reading unless you pull them back and take them along with you. Only then will they relax and listen to you as you take them through the details.
5. Control their eyeballs.
Verbally guide them to where you want them to look.
Example:
“What you are looking at is a graph of A. The X axis is…and the Y axis shows…If you look in the bottom left corner, you’ll see…”
By verbally guiding them, you make it easy for the client to follow along with you and absorb what you are saying.
6. Switch back and forth between sharing your slides and taking down your slides.
Bring up a slide containing a key message or proof point you want to get across. Talk through the important content. The visual supports what you are saying, particularly for the 65% of people who are visual learners.
Then, stop sharing your screen when it’s time to tell a story or give an example. You don’t want the slide to act as a barrier to conversation. When you take down your slide, that simple change in what they are seeing engages their brain. And it subtly communicates, “Okay, let’s talk”. In a hybrid meeting you want to plan for moments of engagement with the client when there are no visuals in the way.
7. Always describe your actions with words.
When looking away to adjust the volume or when you are about to share or stop sharing your screen, verbalize what you are doing. This will keep your virtual audience from wondering what you are doing. Rather than being surprised by the change, you want them to fully participate with you in the ebb and flow of the meeting, as if they were physically in the room.
8. Use verbal grabbers.
Preface what you plan to say with a strong word or phrase that lets your client know that what you are about to say is important.
Example:
“This next point is really important . . . ”
“What is truly amazing is . . . ”
A verbal grabber pulls your client back from wherever their mind wandered. It puts a spotlight on the information you want them to hear and remember, like when a teacher says, “This will be on the test!”
9. Engage them during transitions from one topic to the next.
Your transitions from one slide or topic to another are opportune times to engage them. Clearly state that you want to pause to get their feedback and questions.
Example:
“Before we move on to X, what questions do you have?”
These pauses allow them to jump in with whatever is on their mind. Don’t speak until they say something. This is critical because they need time to: a) realize that you are talking to them, b) formulate their thoughts, and c) turn off the mute button.
B. Manage the time you have been given
Managing time is one of the biggest challenges to running any meeting, even more so a hybrid meeting! You’ve come with a lot of information to share but it’s critical that you reserve ample time for your client to ask questions and share their thoughts. When you manage your time well, you create a competitive advantage.
Here are techniques to ensure that you always end on time.
1. Plan for less time than you have been given.
If you have 60 minutes, then prepare a 45-minute presentation. 30 minutes means a 20-minute presentation, etc.
2. Rehearse as a team so you know how long you will really take.
You will only feel confident about your time when you rehearse your presentation, as a full team. Rehearsing individually, or just talking with the team about what you are going to say does not allow you to get the time down.
Do a full rehearsal from beginning to end and track your time. Adjust as necessary, ensuring you leave ample time to engage the client in conversation.
3. Do an opening time check.
Confirm how much time the client has for the call.
Example:
“Margo, you originally said you wanted to finish at 3 pm. Does that still work for you?”
This simple courtesy makes the client feel respected and shows that you are focused on their needs. The added benefit is that you and your team know up front if you need to make any adjustments.
4. Use time as the reason to keep things moving.
You have confirmed the meeting end time, so you can now use time as a reason to keep things moving while also showing the client that you are looking out for them.
When transitioning from one section to the next, do another time check to invite the client to prioritize where the discussion goes.
Example:
“We talked about being finished at 3 o’clock and I know you still want to cover A and B. Given that, how would you like to use these last 20 minutes?”
Their answer tells you what’s most important to them, making it easier for you to redirect the team, while coming across as empathetic to their needs.
Here’s an example of how you might redirect the team, even when they are virtual:
“Jim, why don’t you spend 8 minutes on A and Terri, you take about 6 minutes on B, which will leave us 5 minutes for summary and final questions. Does that sound good to everyone?”
The result is you appear to be watching out for the client and respecting their time. At the same time, you are able to focus your team on what's most important.
5. Always end on time.
Clients start to tune out toward the end of a meeting, often because they think the close is perfunctory. It’s also tiring to stay attentive and engaged during a sales meeting, so they are now eager for a change. Those attending virtually will start checking their emails and texts. Everyone will start thinking about their next commitment.
If you are running long, you can ask for more time, but it can be risky. The client may agree to it, but only because you asked, not because they want to. It’s hard for you to read what they are thinking, so know that you are likely to lose ground, not gain it. It is far better to simply end on time.
When you end precisely when you said you would (or earlier!), it automatically makes you different from all their other meetings. Getting the job done within the time you have been given is a distinct competitive advantage because so few do this well.
ADVANTAGES TO YOU
- You are able to redirect your team to ensure you get your critical messages across within the time you have been given.
- You keep them focused on your voice and your message. On listening, not reading.
- You guide them through your story, one key point at a time, and why each point is important to them.
- The presentation is easier for you to deliver because you have done your prep work, and because your slides are clean and to the point, which allows you to stay on message.
ADVANTAGES TO THE CLIENT
- You make it easy for the client to listen and absorb what you are saying. They do not have to work too hard to understand your message.
- You make it easy for the client to pay attention, absorb, and remember your message.
- The conversation feels natural and spontaneous to them.
- They feel a connection with the team and confident you can get the job done.
RELATED LESSONS
Presenting in a Hybrid World (Five-part series)
Available upon request at info@thebardgroupllc.com