Delivering Short-List Interviews Via Video

We are entering a new world; one where clients are quickly switching to video tools to keep projects moving forward while adhering to current and changing pandemic guidelines. While things will likely return to “normal” in the future, this is where we are right now, and we need to make the most of it. In fact, if done well, video can become another mainstream tool in our belt for collaborating and working together successfully.

Short-list interviews, in particular, are very different than typical meetings and should be treated as such. Many of the things we do to prepare for and approach a live presentation can be translated to video, however, the video environment brings a new level of complexity and challenges during delivery. While some of us have been using Zoom and working remotely for some time, this is a new world for many. There will be bumps and questions and learning. It will get better. In the meantime, here are some tips that my team put together as we’ve coached clients to win work in this new environment:

Appearance: Dress as you would for an in-person presentation; your appearance still matters. Talk about this as a team and agree on a consistent approach and appropriate level of dress for the client.

Lighting: Make sure that your face is well lit and that lighting levels are consistent across the team. The best lighting is natural light (not direct sunlight) coming from behind your camera. If windows are not accessible, try various lights to determine what works best.

Backgrounds: Zoom and other video conferencing programs allow for image or video backgrounds. These may be preferable to showing the inner workings of everyone’s home office. Choose these carefully. Images should be relevant (project images, sketches, etc.), not too distracting (no video or “wordy-ness”), and have a consistency across the team, including a small company logo in the same place on each. If any words are included (such as name/role), make sure they are readable on small laptop screens.

Audio: Test to make sure your mic is working well. If you’re in a quiet room, leave your mic on, so you don’t forget to turn it on when you need to speak. If you have the potential for loud or unexpected noises in the background, leave you mic muted, but get in the habit of making sure it’s turned on before you speak. Taking the extra second to check is less distracting than having a teammate remind you to turn it on after you’ve started speaking. Consider a post-it note on the edge of your screen as a reminder.

Camera Position: Treat the camera as if it is the eyes of a live audience. Think about where your camera is located and make sure it is not too high or too low, too close or too far, or at an angle—all of which can be unflattering and affect proper lighting. If using a laptop with a built-in camera, prop it up. If using multiple screens, make sure the camera is centrally located, so you can maintain “eye contact” and not turn away during the presentation.

Camera Operation: Leave your camera on for the entire presentation. Turning your camera off is the equivalent of leaving the room. You wouldn’t walk out during the middle of an interview, so don’t do it now.

Self-Awareness: Keep your self-view on, so you can see what you’re doing, especially while others are speaking. It’s easy to fidget or get distracted when you’re alone in your living room. Always remember, you’re live in front of your audience.

Distractions: Eliminate as many distractions as possible, including those on your computer and other devices. Make sure all other programs and windows are closed while practicing, and especially during the presentation, to avoid unnecessary noises or distractions (email/texts coming in).

Technology & Tools: Practice with your technology and be sure you (or at least one person on your team) know all of the ins and outs of the software to respond to any issues during your interview. If you plan to use tools, such as sharing your screen or drawing on the screen during a presentation, be sure you are comfortable and practiced with all the functionalities to minimize mishaps.

Choreography: Video conferencing adds a layer of audio complexity for transitions, which makes it even more important to practice and map out your choreography ahead of time. Knowing when each person is going to speak and take over the audio (or “lean-in”) can help avoid overlap and bumpy audio. With varying network speeds and computer lag, it is best to maintain longer-than-usual pauses in between speakers to ensure there is no audio overlap. Develop and practice verbal cues for speaker transitions. This holds true for Q&A as well. Know who is assigned to each potential topic to answer questions or have a designated “moderator” to hand off topics as they come. Uncoordinated teams will appear even more so over video conferencing.

Delivery: Video audio can be difficult to hear, depending on the quality of equipment and network speeds. Make sure you enunciate and speak very clearly. Pause deliberately between topics and points. Practice with your equipment to make sure that you adjust your voice cadence and pitch to sound as clear as possible.

Supporting Graphics: While it is tempting to resort to PowerPoint slides now that we are all “screen-bound,” keep in mind that you are still trying to make a personal connection. This is even more difficult via video than in person. Slides will certainly be useful in this environment, but consider using only full-screen images, and only a few words per slide (if any). If the software allows, consider instructing your audience at the beginning of the presentation to split their screen, so they can see both the speaker and the slides at the same time. Take control of the environment as much as you can to maximize your effectiveness.

Recording: If your technology has the option, consider recording your session (with the advanced, explicit approval of all participants). This will allow you to review individual and team performance, as well as any nuances to presenting in this format.

Follow-Up: As per in-person interviews, don’t forget to send a thank you email after your presentation. Use the opportunity to reinforce your message, answer any lingering questions (it’s okay to say “I’ll get back to you” during a Q&A”) and briefly clarify points, if needed. Do not become defensive or go into detail trying to explain.

-The Communication Resources Team