Get Ready…Get Set… Get Your Virtual Shortlist Presentation Ready to GO!

/

By now, we are all pretty comfortable working and meeting in a virtual environment. So comfortable, in fact, that loungewear, messy hair, barking dogs, piles of laundry, and screaming kids are the new norm. However, this is exactly why we need to be more vigilant when it comes to virtual shortlist presentations. How we present ourselves in a virtual environment can have a significant impact on the selection process. Ensuring the basics are covered before the presentation starts will showcase the level of professionalism, competency, and engagement that the client can expect to see after project award.

Through coaching dozens of successful virtual shortlist interviews over the past nine months, we’ve developed the following checklist of items to help get you ready to be your best on the day of the interview.

Plan what you are going to wear:

  • Plan what you are going to wear. Clothing should be brighter colored to warm up your face and look pressed and well-fit when you sit down. While no one can see your pants/skirt, wear something comfortable that works with your top. Consider wearing an undershirt if you sweat when you get nervous.

Prepare your notes and visual tools:

  • Tape a sticky note with a drawing of a stick figure or an eyeball behind or near your camera lens to remind you to look directly at the camera, especially when speaking.

  • Tape your outline of bulleted notes behind or near your camera so you can see them without looking away from the camera. (Hack: Print or write on card stock to make notes rigid enough to stand up when taped to the edge of your monitor.) Make sure your notes are easy to see and not so detailed that you have to read. Use a Sharpie to get the text large and bold enough to see.

  • Attach your Q&A prompts to the edges of your screen so you can see them and use them during the interview.

Prepare your computer:

  • If your computer has not been turned off and restarted for a while, go through your update and restart process. Do this several hours or the night before the interview in case you have any technology challenges that need to be resolved.

  • Turn off any programs you are not actively using. You should only open Zoom or Teams and any files you will need to share during the presentation. Be sure to turn off your email once you have used the link to get into the meeting.

  • Turn off background programs that take up bandwidth on your machine. In the lower right-hand corner of your desktop screen, click the small up arrow. This will show you background programs. Do not shut off your virus protection but do shut off other unneeded programs.

  • Turn on Zoom or Teams early, and before you join, check how you look on screen. Sit up straight, check your background, look into the camera, and smile. You should turn off the self-view to avoid distractions. Make sure your camera is working and your sound is clear and strong.

  • If you need more time to set up and adjust your settings, open a new meeting where you are the only participant. You can use this to check your sound and image.

  • Check that your video feed label shows your name and role, consistent with the rest of your team. Check to make sure your background is correct (especially if you were Zooming with your kids and still have the dinosaur image behind you).

    In Zoom, click the three dots in the upper right of your tile and choose Rename. You can then type in your name and role. Check your spelling and capitalization to make sure you are consistent with the team’s protocol. Remember, for most people, these settings change each time you log in, so even if you’ve done this before, do it again.

    For your background, click the up arrow to the right of the camera button on the bottom left of the Zoom screen. Choose Select background. You can either select the approved background for the presentation or None.

  • Know where the mute button is and how to turn it off and on. Stay vigilant to make sure you are unmuted each time it is your turn to speak.

Prepare PLC (posture, light, center):

  • Posture: Sit up straight; do not lean against the back of the chair. Lean forward slightly to free up your diaphragm and look engaged.

  • Light: Check your lighting for shadows and dark spots. If possible, get in front of natural, filtered light. If your lighting is challenging, get help well before the interview.

    • Quick fixes: Orient yourself to look out a window. If sun is hitting your face, use sheers or a thin sheet to filter the light. Place a large sheet of white paper in front of you to bounce light onto your face. Avoid mixing tones of light (e.g., fluorescent with incandescent)—light should be in the same color family. Turn off overheard fluorescents or cover with architectural trace or thin copy paper to filter the light and avoid glare.

  • Center: Center yourself on the screen—side-to-side and top-to-bottom. Make sure you aren’t filling the whole frame or positioned too far back. If needed, adjust your chair or camera height to vertically center in the screen.

Prepare yourself:

  • Have a glass of water nearby but keep it out of range of your computer and camera. Also consider having cough drops and tissues similarly positioned.

  • Smile, lean forward, look into the lens, and get ready to win!