Videoconferencing Best Practices: Designing Graphics For Effective Use in a Videoconference

It's often a challenge for presenters to design graphics effectively for use in a videoconference. Many presenters overdo it on slides and tend to cram as much information as they can on each slide, rather than follow the "less is more" approach. I've seen a lot good, bad and ugly graphics in my time, and this post focuses on tips for creating more compelling graphics for videoconferences. This post is also a follow up to a series of articles on Videoconferencing Best Practices, which includes: 12 Tips for Moderating a Panel Discussion, 10 Verbal and Nonverbal Communication Tips and 7 Presentation Tips for Speakers. 

Graphics work well in support of your message, but be careful you don’t become too dependent on the slides. Your audience should only see slides about 10% of the time you are speaking. If your audience is watching on a single screen, think of the how the 6:00 o’clock news is paced, and alternate between speaking, graphics, video and then back to speaking. No segment lasts very long – use this as your role model. The ideal ways to show slides are directly from the computer, and most all videoconference rooms have a PC connection for both in room and remote presentations.

For broadcasts, meetings and instruction the same rules apply when you prepare your slides.

• Keep things simple and concise
• Use a horizontal format
• Use a large sans serif typeface (Arial Bold)
• No less than 30 point size fonts
• Follow the 6 by 6 rule (6 words per line, 6 lines per page)
• Leave border room around the edges
• Fill the screen with the image
• Use simple graphs, illustrations, scanned images
• Use restraint with colors, high contrast works best
• Avoid transparencies and small type written pages

The take home message is that presentation materials need to be as clear and concise as possible. Unlike meetings or instruction, a broadcast is not two-way, so you can’t get instant feedback from the viewing sites on visual clarity.

The rules for producing successful computer graphic designs for video are the opposite of desktop publishing. Choices in text, color, and design varies between the two because they are very different mediums and different rules apply. Graphics for use on television should conform to broadcast guidelines.

Sans serif typefaces (Helvetica, Arial) are more legible than serif typefaces because of their clean letterforms. They are used where quick legibility is vital (street and highway signs), or to catch one's attention with short bursts of type (newspaper headlines). Serif typefaces (Times, Garamond) tend to be more readable for large amounts of text on paper. However, they are ineffective to use as text on the video screen.

The most basic rules for preparing presentation materials are to Keep It Short and Simple, and Keep It Large and Legible. The following tips should provide you with a basic set of graphic guidelines.

1. Keep primary text in the center
Although "dead center" is usually an area to avoid in print media, viewers are used to watching video this way. Don't crowd the screen, instead use several screens to focus attention. Use a horizontal page format, and use six words per line and six lines per screen {Rule of Six}. (Figure 1)

2. Work within the STA (Safe Titling Area)
The STA is the cut off area for all screen images.The screen size between computers and TV monitors is not equal, and things can be cut off if they get to close to the edges. Leave at least a one inch border of empty space around each side of the page to be safe. (Figure 2)

3. Avoid thin horizontal lines, single dots, busy patterns and finely detailed grids
Always use 2 Pt. lines or larger, thin lines just don't cut it. Lines need to be thick and bold or they will flicker. Like thin lines, fine grids, patterns and dots cause flickering and picture distortion also. Avoid shading on printed hard copy because it creates buzzing patterns on camera. Supply details verbally, making charts and graphs simple (Figure 3) . Also, use clip art and flow charts sparingly, remember less is more.

4. Avoid highly saturated colors
Chroma crawl can be seen when two neighboring colors (text and background) bleed into each other. . The more saturated your colors are the more chroma crawl is added to the image. Don't overdo your use of color.
AVOID USING RED or GREEN FOR TEXT

5. Make text large and legible

• Use 30 Pt. for body text, and 40 - 48 Pt. for titles.
• Use no more than two typefaces per presentation
• Use drop shadows to add depth to text, drop shadows help separate text from the background (Figure 1)
• DON'T USE ALL CAPS FOR BODY TEXT, IT'S TOO HARD TO READ!! (Figure 2)

Do's

• Keep text large and legible by using 30 pt for body text, 30-45 pt for subtitles and 40-48 pt for titles
• 48 pt serif title: Times Bold
• 30 pt sans serif-body text: Helvetica Bold
• Use sans serif typeface for body text and serif typeface for titles (the opposite of desktop publishing)
• Use no more than two fonts and only one background per presentation
• Use white text on a dark blue to black background, this works the best readability from across the room
• Use drop shadows to add depth to text, drop shadows help separate text from the background
• Use a Truetype font like Monotype Sorts as bullets, it's more expressive than Option-8 (•)

Dont's

• Don't use Script fonts, they are too fancy for presentations
• ONCE AGAIN, DON'T USE ALL CAPS IT'S TOO HARD TO READ!!
• All caps works only for TITLES, but not recommended

Download this full document here: Slideshare.net | Designing Graphics for Effective Use in a Videoconference

Duarte Design's Five Rules for Making Presentations that Don't Suck

Everyone on some level must hate PowerPoint, because it evokes the image of endless hours slide boredom and train wreck presentations. PowerPoint first appeared in the mid-1980s and became the De facto standard for business presentations competing against early players like Aldus Persuasion and Harvard Graphics. Over the years it's become one of the most abused pieces of software because, in essence, it's a design tool for presentations and not everyone is good designer. But there are people out there who are trying to make a change and save the world from "Death by Powerpoint". Garr Reynolds and Nancy Duarte are two that come right mind as they have built their businesses and brands on creating inspirational presentation designs.

Nancy Duarte is author of slide:ology: The Art and Science of Creating Great Presentations, and CEO of Duarte Design, the firm that was created Al Gore’s An Inconvenient Truth presentation. This video, Duarte’s Five Rules for Creating World-Changing Presentations, expands on the trailer that was included in the release of Microsoft Office 2010 Public Beta last fall and was created using PowerPoint 2010.

Rather than look at this video as a marketing tool for Duarte Designs (which it does a great job at doing) – consider this as a public service announcement.

Nancy Duarte shared the 5 Rules in a guest post, 5 Tips on Getting PowerPoint to Sing! on the The PowerPoint Team Blog:

"The foundation of the script came from the Manifesto: The Five Theses of the Power of a Presentation from our book slide:ology which are:

1. Treat Your Audience as King: They didn’t come to your presentation to see you. They came to find out what you can do for them. Make it clear what they are to do.
2. Spread Ideas and Move people: Communicate your ideas with strong visual grammar to engage all their senses and they will adopt the ideas as their own.
3. Help The Audience See What You’re Saying: Guide your audience through ideas in a way that helps, not hinders their comprehension. Appeal not only to their verbal senses, but to their visual senses as well.
4. Practice design, Not Decoration: Don’t just make pretty talking point. Instead, display information in a way that makes complex information clear.
5. Cultivate Healthy Relationships: Display information in the best way possible for comprehension rather than using slides as a crutch." - from The PowerPoint Team Blog : 5 Tips on Getting PowerPoint to Sing!

Related:

• Larry Kless' Weblog: VizThink Webinar: Creating Powerful Presentations with Nancy Duarte
• Duarte Blog » Blog Archive » 5 Ways to Make PowerPoint Sing! (And Dance!)

Videoconferencing Best Practices: 12 Tips for Moderating a Panel Discussion

I recently posted two articles, 10 Verbal and Nonverbal Communication Tips and 7 Presentation Tips for Speakers, as part of a series of Videoconferencing Best Practices. This post expands on the role of the moderator of a panel discussion. The moderator facilitates the discussion on the program topic(s) between several speakers, provides order and continuity and acts as an advocate for the audience. The tips below were developed for moderators participating in a live videoconference broadcast and can be applied to any presentation or webcast.

1. The Intro/Setting the Tone

The moderator sets the tone for the program. The moderator is the host and opens the program, introduces the topic(s), states the main ideas, reviews the agenda, objectives, key points, format of program (i.e. panel discussion with time for Q&A or clinical presentation) and share any ground rules (i.e. how questions will be handled, feedback loop, etc.) Most panelists will not be seasoned television personalities, and will be nervous. Even if you are also nervous, as moderator you need to project that you are calm, confident and prepared. This will help the panelists to be the same, and will allow the audience to concentrate on the material rather than your nervousness. It is important to smile and be animated (which isn’t always easy when talking to an unresponsive camera.)

The intro should be brief so be sure not to drone on, stutter, be plagued with “ums” or “uhs” or have any uncomfortable pauses in your delivery. It is important for the moderator to speak clearly, be concise with the information, and move through it at a comfortable pace. The general concept of “tell them what you’re going to tell them” applies here. Overcome jitters by focusing on positive thoughts and take a few deep cleansing breaths before you go live. After the open the moderator introduces the panel and launches into the discussion, usually by pitching a question to a panel member, presenting a case or simply handing off the program to the panel. During the rehearsal, reminding the panelists of their expertise, the program outline, and the nature of the interaction will help them relax.

2. Managing the Program
Cover your objectives. Use the objectives you developed as your guide to stay on track with the subject matter. Content planning meetings and script/outline should have prepared the groundwork; your speakers should know the material, the focus and how the information is to build and lead the audience to the key points that were pre-determined by you and your panel. Nerves may cause them to forget, so you have to be the conductor who brings them back to where they need to be in the discussion.

Ask your panelists a question to get them to address the issue. You may have to ask another question to snap them back to the focus of the discussion. A good strategy is to provide a copy of the script/outline for each guest to have with them on hand. Make it very clear that the script/outline is a reference only, a form of prompting. It is not to be read or stared at during the broadcast. Encourage your guests to arrive early, especially if you sense they are apprehensive. This will give them time before the show goes live to work through some of the nerves.

3. Managing the Time
Be aware of time. It’s your responsibility to make sure you cover the material you and the

panelists have decided in advance is the most important. Allow equal time for participation and if you are running out of time, you need to make a quick decision on what to cover. Give plenty of time for Q&A and if you have more time left than material, you need to decide whether to close or ask more questions of

the panelists. You can end early if you have covered the material, but that is very rare.

4. Facilitating the Discussion
You need to make sure that there is interaction between the panelists. Content/planning meetings and conversations are the pre-cursor to the discussion on broadcast day. You’ve already had these discussions with each other and can re-visit them during the program. If you feel one of your panelists is being too quiet, ask the panelist a question to get him/her engaged. Remember that you are not a panelist, even if you are an expert in the field; you need to facilitate your panelists’ presentations, not give one yourself. By interacting with the panelists, looking at both of them, involving them in the discussion, you are role-modeling the behavior you want them to emulate.

5. Representing the Audience

Again, your role isn’t subject expert, you are there as the surrogate for the audience, asking the

questions that they would ask, making sure the information is usable to them (as defined by the objectives). Although the audience can usually interact with you by calling in with questions and sending in chat messages – but if you can anticipate and ask first, it saves them the trouble of finding a phone – and spares you from handling unpredictable phone calls.

6. Direct Address
The goal of the moderator is to establish rapport with the audience. You can do this by looking into the camera lens, which makes "eye contact" with your audience. They really are out there, even though you may not see them. So remember to smile when you can. This gives the feeling of direct address with the audience. Maintain steady eye contact with the camera and your panelists. Avoid darting your eyes and only glance at your notes, don’t study them. Stay engaged with the discussion by keeping your focus on the panel and include the audience when possible.

7. Body Language

Body language is very important. Maintain a comfortable posture so you don’t look rigid or stiff. You will be seated, so be sure not to hunch over, slouch, or rest on your elbows. Don’t swivel in your chair or lean back in it. When you’re nervous it’s easy to fidget. Don’t shuffle papers around or fiddle with any object like pencils, glasses, buttons, microphones, paper clips, etc. Avoid any distracting mannerisms like head bobbing, scratching, sniffling or coughing. This is can be all picked up and exaggerated on camera.

Your facial expressions reflect the mood you want to create in your audience. You won’t motivate them to be interested or enthused by looking deadpan. You may cover the range from smiling, serious, laughing, inquiring, to doubtful. Keep it lively and varied and appropriate to the situation.

Put your hands in a natural position. Don’t fold your arms across your chest. It looks defensive. Don’t be too conscious about hand gestures, but don’t wave your arms around - try to keep these broad movements to a minimum. Stay engaged with your panel, look directly at them and listen attentively while they speak. Keep a close comfortable distance with them. Big gaps between panel members along with leaning back may non-verbally say, “I don’t want to be

here.”

8. Vocal Technique

The pitch or tone of your voice should be natural and varied so you don’t

sound monotone. Your voice pitch changes when you’re nervous and the audience usually can tell. A high voice pitch may sound nervous and rushed and a low voice pitch may sound slow and bored. Try to maintain an even pitch and speak clearly so you don’t sound nasally, breathy, thin or harsh. Unless you’re speaking in front of a live audience, you should not have to raise the intensity of your voice. The audio technicians will adjust your sound to a comfortable listening level.

9. Cues
In some studio settings, moderators are fitted with an earpiece called an IFB (Interuptable Full Band) which they wear during the broadcast just like the newscasters. The producer communicates with the moderator and gives him/her cues via the IFB. These cues are simple time cues, content cues and various quick bursts of information to coach and keep the moderator on track and looking good ! Always assume the microphone or camera is “ON” unless the producer tells you that you’re off the air. Always follow your producer or director’s cues. Remember, they want you to look good. When you're not using an IFP you can establish your own cues with your panelists through phrases or specific actions.


10. Transitions
Transitions are passages that take us from one place to another and are used to thread sequences together. Transitional elements link themes and subject matter by moving from one to the other. You need to manage the transitions -- from one section of the discussion to the next, to and from Q&A, and to and from any videos or slides. You should practice these during the rehearsal so you can do it smoothly. They should flow logically and easily as an integral part of the program. After a video, your panelists should address the issues from the video or expand upon it. Determine in advance who will get the initial question after a transition. You should also practice how to use the slides during the discussion.

Sports terms like “hand off,” “pitch” or “toss,” are used to describe transitions between to and from each presenter and the moderator. The timing each of each transition should reflect a balance between the live action and the rehearsed content. Sometimes a presenter can miss a cue or you may run out of time for an allotted segment, and it’s the role of the moderator to be ready for a quick “save.”

11. Q&A
Usually in the last 10 minutes of the discussion is saved for Q&A. If you're in front of a live audience you can open it up for questions in the room and remind your remote viewers that questions can be called into the broadcast. Keep the discussion going and make sure there's no dead air space. Talk radio is a good example of how the host or moderator keeps the program in motion. There is never any long pauses or dead silence, unless there are technical difficulties. When you are ready for Q&A, you can say something like, “Questions can be called in now by dialing XXX-XXX-XXXX, but while we’re waiting for questions, let’s move on to…” Or you can move into a discussion of frequently asked questions, but you must keep things moving along. You will be cued if questions come in or not.

You will need to direct questions to the appropriate panel member(s). Sometimes it will be clear to you who will answer a question, and sometimes a caller may direct their question to a specific panel member. The most important thing is to get the question answered. You may need to cut in if a panel member or caller is going too long, but don’t cut them off. You can help by transitioning to the next call or the next topic of discussion. Keep answers simple and succinct, don’t speculate or guess, if the question can’t be answered it can followed up offline after the broadcast.

12. The Close
Let the audience know that the program is coming to an end by saying something like, “We’re almost of time...” This helps everyone know that you are wrapping things up. Give the panel an opportunity to review the key messages and closing comments. Thank the guests and viewing audience and draw their attention to upcoming events, future programs, and remind them to complete their evaluation forms. This feedback is very important and comments from the audience helps in the planning of future programs.

Lastly
Above all, have fun! Moderating can be a quite enjoyable experience for all concerned. If you are enjoying yourself, your panelists will too – and that will make the discussion more enjoyable for the audience as well.

Voice of the Customer: When To Listen and When To Lead

This post is a commentary on customer service and in some cases disservice. Having been in the AV and live event business for over 20 years, I've worked with thousands of people from corporate executives, government officials, doctors, lawyers, middle managers, front line staff, motivation speakers, techies, artists, musicians and the like. Through all these interactions, I've come to learn that the most important piece of the puzzle is direct communication with the presenter.

In many cases, professional presenters have many layers between them and an event producer or meeting planner. Key information tends to get lost when tech requirements and special requests go through multiple parties rather than directly from presenter to meeting planner to AV service provider. Even more challenging is when no rehearsal takes place and a quick response to last minute changes leads to added cost and potential risk. There's a lot of room for error when you don't rehearse and it usually shows on stage and is amplified on the live video feed. Tech rehearsals and talent dress rehearsals are key to a successful live event.

Live events are just that, they're live! There's no do-overs!

You don't have the opportunity for retakes unless you're doing a series of multiple shows which you record and edit after the fact. "Fix it in post" is a common term among the AV profession since you can edit out any mistakes or goofs that occur in the live event like they never happened.

But when it's live there's no way to take it back or erase a major blunder from people's memory. Falling off the stage, the clicker not working, problems with videos and dead links are common occurrences that can be avoided.

So that's why it's so important to rehearse. Just like the real estate mantra says, "Location, location, location" I follow the AV mantra, "Rehearsal, rehearsal, rehearsal."

Here's a few case examples around stage set up that may sound familiar.

1. The busy CEO comes into the room with minutes to spare before going live and says, "Where's my podium?" or, "Where's my Teleprompter?" when you've been told repeatedly that he won't be using a podium or there's been no mention of a Teleprompter.
2. Or you been told that the company President will have a more formal stage set-up with a podium for his notes, a chair for his jacket and he'll walk the stage and click his own slides. He walks and says no podium, he wants to sit at a table and have it informal. He then asks why didn't anyone talk with him about how he wanted it set up.

Of course, both cases could have been prevented if the CEO or President had a walk through scheduled for them. It may not sound like a big deal in either case, but last minute change has some affect -- lighting and camera positions which needs to be adjusted, stage elements that may or may not be accessible, view of stage monitors, extra stage hands available to help, and how that change affects the rest of show -- you see that it can become a big deal and would have been better to have a conversation with the executive in advance.

So, my advise is get to know your executives and presenters and find out what they want to do. In most cases they'll know exactly what they want but in some cases, the may be looking to you for answers. Know when to listen and when to lead. Every presenter has both common yet specific needs and each presentation space has different requirements. Get to know your AV team as well. Whether it be hotel or convention center staff, local union crews, freelancers, whoever it may be -- they are part of your team and contribute to your success -- and it's everyone's job to make the people on stage feel like rock stars.

Videoconferencing Best Practices: 7 Presentation Tips for Speakers

This post follows up on the last post about Verbal and Nonverbal Communication Tips and focus specifically on what you can do to be a better videoconferencing presenter. These tips were developed for presenters in a studio setting with support of an A/V team and not a meeting where presenters may handle the controls themselves. In most cases videoconferencing presenters aren't professional speakers and have had little or no practice in front of a camera. We've all heard that nervous sound in their voices or that "deer in the headlights" look when we see a presenter who is unrehearsed. The camera amplifies our nervousness and now with HD videoconferencing you can see things much clearer, which for many is not thought that one relishes. But it all becomes much easier with a practice which builds confidence. Public speaking skills and techniques also can help keep presenters focused and relaxed.

We've come a long way from the 35mm slide shows but presentation skills stay the same. The most important aspect of conducting a videoconferencing broadcast is the actual content delivery. It's the message that's important.

In my role as Videoconferencing Producer/Director, my goal has always been to make presenters feel at ease and help them deliver their presentations in a way that makes them feel most comfortable. For corporate videoconferencing broadcasts, I recommend a moderator to help take the pressure off of presenters.

The moderator provides order and continuity for the three essential types of presentations:

1. Panel discussion. In this format, the moderator actively guides a discussion on the program topic(s) between two or three speakers. Short presentations are possible, but the focus is the discussion. Visual materials and case presentations are generally used to move through discussion points.
   
   
2. Presentational. This format features one or two speakers who give an extended presentation, using slides, other graphic materials, props or video clips to visually enhance the talk. Each presenter can speak from his or her own “virtual podium.” The moderator may have a limited role in this type of program, serving to introduce the speaker(s) and facilitate questions afterward.
   
   
3. Interactive. Viewers at multiple sites can participate via a multipoint videoconference. This system employs voice-activated video switching enabling groups at geographically distant locations to share information and have extended discussions.

Presentation Tips for Speakers

1. Think about what you want to say

• Use an outline, script, 3x5 cards, or print out of slides
• Organize your notes without much clutter on table
• Use a TelePrompter if available to view your slides
  

2. This is not a formal lecture

• Relax and act natural
• Speak in your normal tone of voice
• Introduce yourself
• Remember to slow down your pace
• Speak slowly and clearly

3. Establish rapport with the audience

• Looking into the camera lens makes "eye contact" with your audience
• They really are out there, even though you may not see them
• Keep in mind your always on the air (on camera and open microphone)
  
• Smile

4. Be conversational with others on panel

• Interact with the moderator and other panelists
• When presenting, talk to the panelists and the audience, not to your notes
• Prepare the moderator with 5 “prompting” questions to ask you
• You may want to “plant” a question or two in the audience
• Stay engaged in the discusson, don't stare off into space
• Listen actively and allow time for others to comment
  
• Try not to do distracting things
  

5. Be aware of time

• Start and end on time
• Stick to time segments and cues
• Allow equal time for participation
• Give plenty of time for Q&A for each presentation

6. Use Graphics

• PowerPoint slide shows can be effective aids but don't use as a crutch
  
• Bring back up copies on an USB Flash drive and hard copy
  
• Don't make it just a slide show, people will want to see you

7. Practice

• Visit your videoconference room before the meeting
• Be familiar with the room's capabilities
• Always have your visual aids proofed by a Videoconferencing or AV team in advance
  
• Always prepare a back up of your presentation
• Follow recommended graphics guidelines
  
• Request additional AV support for more complex presentations

VizThink Webinar: Creating Powerful Presentations with Nancy Duarte

How many of you out there create presentations for yourself or others? Can I see a show of hands? If you're not raising your hand then please stay tuned for the next blog post. Or if I've peaked your interest please read on.

A reoccurring theme in this blog is the "Death by Powerpoint" syndrome and the challenges that are faced in meeting rooms all over the world. How do we create an engaging presentations to get our messages across? The easy way out is to open Powerpoint and start typing using the basic black and white template. But that method doesn't take into account any design elements, visual theory or storytelling, you're only writing the presentation. It's a one dimensional approach that ultimately bores your audience. There's been so many humorous videos like the one from the other day that illustrate the pain that audiences must endure sitting through poorly crafted presentations.

But there's hope in the form of design experts who share their tips, tricks and best practices on creating better presentations. This is a recording of a recent webinar hosted by VizThink featuring, Nancy Duarte, principal of Duarte Design the firm that was created Al Gore’s Inconvenient Truth presentation, who discusses how to create powerful presentations. If you don't have much time to watch it from the start I suggest you jump sections #4 and #5.

Creating Powerful Presentations

Hint: Use the Full Screen Button to see this video in greater detail.

They used GoToMeeting as their webinar platform which is now cross platform on Mac and PC. Robin Good just posted a review of the new version here. There's also some helpful information in teh comments about how they captured and deployed the webinar recording.

Suggested reading:
Presentation Zen: Simple Ideas on Presentation Design and Delivery
By Garr Reynolds

Read an excerpt Make Presentations That People Will Remember

Nancy Duarte recommended this slideshow by jbrenman:
Shift Happens




Related blog posts:

• Life After Death by Powerpoint
• More Death By Powerpoint
• The Power of the Slideshow
• Have You Met Henry?
• Create and share your Slideshows on Slide.com
• Mashable - Forget PowerPoint: 13 Online Presentation Apps