7 Online Event Tips for Marketing and PR Professionals

Here are seven easy to follow video meeting best practices designed to massively improve your next online event. This will also boost the quality of your everyday remote work. The first one will take you “back to the future.”

Ethernet Wire Internet Connection — I first heard of using an Ethernet wire instead of wireless during my son’s freshman year at University of California Berkeley in the dorms. Amazingly, this was just last year. Ethernet is from the 1990s! This Back to the Future-type trick leads to faster and more reliable internet. Then I heard it again from a VLAB volunteer. VLAB has brought their emerging tech panels from in-person to online.

Back to the Future film photo credit: Alamy via BBC

Headset for Audio — Headsets or earbuds bring a microphone closer to the participants mouth. Make sure a headset is charged before an event. 

If Video Quality Fades Switch to All Audio or Phone — Immediately switch to all audio or turn off the online chat and dial in by phone if there is video disruption. Thanks Cisco Webex for this tip.

Shift Your Schedule — Join a video meeting five minutes early. This may mean setting your last meeting to end 15 minutes before the hour.

In Your Face Light Source — Webcams work best with a lot of light. It’s important that it not come from behind the participant like via a window. If there is a window there, close the curtain or shade. A lamp behind a laptop will help brighten a face evenly.

Focus on Eyeline — Placing your webcam at eye level looks best to viewers. Stack books underneath your laptop. This brings the camera more directly in front of the eyes as opposed to below. 

Work Outside the VPN — Turn your virtual private network or VPN off for higher quality online meeting or event service. I found this tip on the Webex website. They are known for security among other things so I’ll take their word for it.

Good luck with your next online meeting. I encourage you to share your tips with others. Thanks go to VLAB Volunteer Ms. Avery Hudson and Cisco’s Webex Collaboration website for these tips. 

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Michelle McIntyre is a Silicon Valley tech PR diva, IBM vet, founder of Michelle McIntyre Communications LLC, and a long time community volunteer. She’s the media relations lead for the Silicon Valley Monterey Bay Council of Boy Scouts of America and has served on several executive boards including district PTA. 

I’ve Been A Remote Worker for 20 Years: Here’s A Prediction

It’s interesting to hear everyone go ga ga over doing a Zoom business meeting or cocktail party. To me online meetings are no big deal and after many meetings from my home office for the past 20 years, I’d rather just make a phone call. People are inviting me to meet via Zoom as if it’s super special or a game or something. I appreciate it but it’s not special or fun to me. It’s business as usual. I’m not going to glamorize it. And be careful what you talk about using the free services. Your security may not be so good unless you pay for a pro version.

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However, regarding birthday celebrations, yes, it is a nice gesture to see everyone’s faces on the screen. That’s different and is nice if you live in different countries or states. I would rather see the “drive by parades” instead if your buddies are close enough to do that.

I’ve been a remote worker both for IBM and for myself for the most part since 2000 when my son was born. He is finishing up his freshman year at University of California Berkeley right now. He turns 20 this year. He’s been around as long as I’ve been a remote worker!

I say I worked from home “for the most part” because when I was West region PR manager for  IBM I had a sweet office in Mountain View, which I think is now owned by Google, as well as a guest office at IBM Almaden Research Center. But I mainly worked at home. And by the way my son went to daycare while I did that. It would have been a bit dangerous for him to wander around the house as a baby or toddler during my super busy IBM days.  (Remote work parents of toddlers: be careful.)

Here’s my prediction about what’s going to happen: in the next 18 months we will all need to be able to turn on and off remote work. I don’t believe everyone will “turn remote” permanently though. I think schools will still be around. Offices and work buildings will still be around. So don’t get rid of your printer-copiers, desks or chairs.

After listening to numerous interviews with medical doctors and data scientists from places including Columbia and UC Berkeley, I have a strong opinion about what might happen.  I believe that almost all businesses will have both an in person and remote work option.

During the next year people will go back to school and to the office. But at some point, they will told to go back home. For example, they could go back to school and work in August but be called back home for a few months in December or February. These are made up months: the exact day will depend on what happens with the COVID-19 curve. But a UC Berkeley PhD said today during an online teleconference that COVID cases could very well start to increase again during flu season: that’s when people may be called home again.

Whether students and workers go out or go home will depend on if people are getting sick from something that isn’t very treatable. So if the COVID-19 numbers go up we go home. They go down, we go to the office. Therefore my prediction is that we’ll have this back and forth lifestyle for at least one and a half years. Then maybe there will be a vaccine and things might go back to normal again.

What problems will occur? This will put more stress on college students who go to schools far away from their parents’ homes. They have to decide, will they stay at their college apartment when they get called back to online school or move out and go to mom and dad’s? Will landlords give students a break if they move out back home for three months? One of more vocal parents from the UC Berkeley Cal Parents Discussion Group Facebook page suggested simply asking landlords to put a special clause into the leases. If you move out, maybe you can get a break that month.

Regarding K-12, poorer kids will need to get laptops and WiFi supplied to them. One school district representative from New York said just this week that around 20% of their K-12 school children don’t have technology or bandwidth at home for online learning. And they have figured out how to solve about 10 percent of this problem but are working on the rest of it. Business, schools and communities: let’s work on solving this digital divide problem as a team.

My advice is simple: go with the flow and stay flexible. Flexibility is the name of the game moving forward. But wait, there’s more.

Help someone and you will get a favor back at some point: I’ve already experienced that. I bought hand sanitizer for a stranger and got a much needed essential item literally gifted to me soon after.

Try to stay healthy because if you get sick you will recover faster.

Good luck and happy online meetings everyone. I wish you all long lives with much toilet paper. And sorry if I missed your fun Zoom party. It reminds me too much of work.

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Michelle McIntyre is the founder of Michelle McIntyre Communications LLC, a tech PR consulting firm in Saratoga, Calif. She’s an IBM vet and also a future of work influencer. Follow her @FromMichelle on Twitter.