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How to Manage Your Remote Teams

AV Everywhere

For organizations of all types — schools, businesses, government agencies — and millions around the world, the COVID-19 outbreak has seriously disrupted the way we work. Even if your company or institution had already embraced video collaboration among team members, you may not have used it to the extent you have to now. 

AVI-SPL wants to help by giving you the guidance you need to stay connected with each other and be as productive as you can during this difficult time.

That’s why we’ve launched our Together We Can initiative, in which we share tips, advice, and resources for reinforcing our connections, building new communities, and maintaining business continuity. This blog is the hub for much of that content, and the most recent resources are at the top of this list:

I strongly encourage you to bookmark the Together We Can page so that you will always have the latest tools, tips, and outside-the-box ideas for keeping your teams engaged and productive.

How to Manage Remote Teams

With so many of us still working from home full time for at least the next few weeks, we talked to Daniel Rogers, AVI-SPL VP of global channels, for his advice on how he manages remote employees. Here’s what he has to offer to help with your challenges at this time:Daniel Rogers, VP of global channels, AVI-SPL

The ability to collaborate in real time when working remotely allows for a feeling of being connected with your coworkers, partners, and customers. This is vitally important. Remote workers need to feel connected to their company and their coworkers, and tools for instant messaging and video (e.g. Microsoft Teams) are key in helping achieve this.

I personally manage a global team based in three different continents, and the use of video and collaboration services makes me feel aligned and connected with all my team members, as well as with our customers and partners. The ability to share and present content in real time makes for valuable and more meaningful internal and external meetings.

In our team, we operate a mutual open-door policy, where the green light denotes you are available to answer a question or share a thought — as you would when you walk to someone’s desk to speak with them if you were working in the office. I also encourage everyone on the team, no matter their geographic location, to connect with each other as well as myself in order for them to feel that connection and still have those virtual water-cooler conversations.

In some cases I could speak to a member of the team every day if the situation or opportunity needs that level of focus: e.g. when working on a major project or RFP. This is not a micro-management process; it is simply utilization of the tools to collaborate and work in real time as you would if you were in a physical office environment.

We have a scheduled weekly team call on video, where all members from around the world join and share their weekly updates on projects, opportunities, etc. It’s also where I share an update from the company/management level. I am confident the team gets a great deal out of these sessions as this is an opportunity to share updates that are relevant to all members.

We also have monthly 1:1 sessions and quarterly business review sessions, all of which are scheduled and planned for the full year ahead.

It is different managing people who work remotely as it takes a certain discipline to work away from an office environment. Everyone must treat it with the same level of discipline and professionalism you would exhibit if you were in the office, where you practice good time management and present a professional appearance and working environment. Maintain the same levels of professional conduct as you would in any meeting. Once you have established routines, standards, and trust, then managing people becomes straightforward. Great productivity and results can be achieved.

Get expert advice on managing your remote teams

AVI-SPL is here to help you find the collaboration tools that will keep your team connected and productive. These efforts are paramount during the coronavirus, but they will be just as important as we get back to our workplaces and incorporate a liberating way of working into our daily routines. As businesses, schools, and government agencies get back into the swing of running at full capacity, you want your organization to have the resources that make that process as efficient and effective as possible.

Our mission is to provide the tools, experience, and support you need to connect teams between the offices and remote locations. Because when your talented individuals work together, you can reach your business outcomes. If you need assistance launching or upgrading your digital workplace collaboration tools, contact us now or find your local AVI-SPL office.

To view our Partner blog, click here

10 Tips for Improving Body Language in Live Video

Body language tips

“Albert Mehrabian, a pioneer researcher of body language, found that the total impact of a message is about 7 percent verbal (words only) and 38 percent vocal (including tone of voice, inflection, and other sounds) and 55 percent nonverbal. It’s how you looked when you said it, not what you actually said.”

New York Times

Unlike other communication channels, live video enables you to better connect with your audience by adding context through body language, narrative flow and tone of voice. The unconscious message delivered through video is as important as the message itself and is critical to building trust and credibility, especially during times of disruption as we are experiencing now with COVID-19.

Below are 10 tips you can use to improve your live video body language and communicate more effectively.

1. Fill the screen

Taking up visual space builds confidence with your audience and helps deliver the intened. message. Position yourself close to the camera so you can be seen clearly. Your presentation to the viewer should feel balanced, but deliberately present. However, it’s best to avoid being too close to the camera because this can communicate that you are aggressive. It is important to make the audience feel you are communicating confidently and openly.

2. Eye contact is critical

In live video, eye contact is a powerful tool that can be used favorably to deliver a message and create a sense of connection. The goal is to simulate face-to-face communication through video. The perceived eye contact conveys to the audience that the speaker is attentive, having commitment and conviction in the message and its’ importance.

In the case of live video, look at the camera instead of the screen and alternate by looking at the screen from time to time to prevent the speaker from thinking that you are staring or too robotic. During natural face-to-face communication you maintain eye contact 80% of the time, but look away at different times when thinking or pondering a statement. This conveys authenticity, emotion and “real” communication. By briefly looking away at times the presenter shows active engagement and a concerted effort to think about the importance of the message, and avoids feeling pre-recorded or too rehearsed.

3. Lean back – but only slightly

The position of your body can send visual cues to your audience and impact how receptive they might be to your message. Sitting too far back conveys disinterest, sitting straight up comes across as rigid or inauthentic, and leaning forward is aggressive. Leaning slightly back is proven to be the most effective.

4. Use your hands

Much like an orchestra maestro or conductor waves his hands to communicate, you too can use your hands to set the tempo and emphasis of your message. Gesturing with your hands grabs the attention of your audience and is effective for putting emphasis on critical points in the presentation.

5. Avoid using the same speed and volume

There’s nothing worse than a monotone presenter to put an audience to sleep. The simplest way to catch a viewers’ attention (and keep it!) is to modulate the speed and volume of your voice. Slow down to put emphasis on your most important points.

6. Use a pause

Have you heard the saying, “less is more?” The selective use of a pause puts emphasis on a moment, whether it be after the fact to ensure something is remembered, or before a moment to create anticipation. The smart use of a pause can grab an audience’s attention and make that moment more impactful and memorable.  But remember to use them sparingly, the over-use of a pause can give the perception of not being prepared.

7. Tell a story

Storytelling captivates attention, inspires the imagination and captures the hearts of your audience. It’s the oldest and most effective form of communication. A good story helps build a connection, allowing the audience to think and feel your message. Stories are memorable. Studies have proven time and again that stories speak to the audience in ways that numbers, data and presentation slides simply can’t.

8. Don’t forget to smile (if appropriate)

Clearly we’re in challenging times and smiling might not be appropriate, but we should also celebrate our wins no matter how small they might be.  Staying positive is important and will impact your audience. Allan Pease is an Australian researcher and expert in body language. His research has shown the more you smile, the more positive reactions you will receive from others. Being open and using a smile improves the impact of your communication.

9. Practice makes perfect

It’s a cliché, but it’s true. You don’t want to come across as reading a script, but a certain level of practice ensures there’s a natural and convincing flow to the narrative of your message. You’re looking to achieve a certain balance. Your message should be rehearsed enough to connect your statements to create a convincing message without being monotone and scripted.

10. It’s ok if you mess up – it might even help you

The beauty of live video is that no one expects you to be perfect. It’s intended to be authentic, not over produced. Real people make mistakes and those mistakes make you vulnerable, which makes you more appealing, relatable and successful in communicating your message.

Small mess ups can create a sense of sincerity that can help you connect with your audience. Don’t let your body language ruin the moment by showing stress or frustration. Take a self-deprecating approach when it occurs. Use these moments to create humor, vulnerability and a stronger connection with your audience.

Learn More Live Video Presentation Tips

Live video can be difficult for even the most seasoned professional to master. In our upcoming webinar, “Learn to Present Authentically with Live Video,” we give you actionable advice on how to become an effective presenter.

The post 10 Tips for Improving Body Language in Live Video appeared first on Kollective Technology.

To view our Partner blog, click here

Online Learning Best Practices for Students

AV Everywhere

While teachers are scrambling to get remote classes up and running in the wake of coronavirus, your students are facing work-at-home challenges too. Once your staff is prepared to teach classes online, you can help your students be ready for online learning as well.

Pass on these best practices to teachers to share with their students. Use our social buttons at the end of the article to easily share these distance learning best practices for students via social or email.

Find a quiet place for online classes

Try to find a quiet space where you won’t be interrupted. Ensure you have good lighting and wear headphones to help you focus on the online session.

Share your virtual class schedule

Speaking of quiet areas, work out a schedule with your family or roommates for class time. Young children may be home from school, and many parents are working remotely from the house too. Limit distractions as much as possible by planning your class time with everyone at home.

You may be sharing internet bandwidth as well. Let your housemates know when you need to attend class online. Ask others to limit streaming apps and large downloads while you’re attending class. It’s a tough ask while we’re all working and studying from home — we know!

Test your system

When you’re invited to an online session, the email usually includes a link to test your computer, tablet, or phone to ensure the video conferencing solution will work. Don’t forget to check your device the day before class, so you’ll have time to address any technical issues. It’s helpful to ensure you can log on to sessions using a mobile data connection, in case your Internet service is slow or interrupted.

Also, most video conferencing systems have chat and Q&A options. Ask your class leader ahead of time which option to use to submit questions and comments. Look for more information from your school or watch instructional videos like this one from Zoom.

Also, if you use any online accessibility tools for visual or hearing impairments, test that those work with your online class platform too. Ask your teacher to set up a test session if needed.

Complete assignments and download materials before class

Get familiar with the material and complete any assigned reading so you can follow along during the lesson and ask questions. Let your teacher know if you had any issues accessing materials.

Mute your cell phone during class

Turn off your ringer and vibrate function to avoid the temptation to pick up your mobile phone. Remember to pause all text and app notifications to limit distractions. Better yet, turn your phone off unless you’re using it to attend class.

Mute the mic on your device

Mute your device microphone when not speaking during a video conferencing class. Muting the mic will limit the noise others will hear. Make sure you know how to mute your microphone before class begins.

Remember it’s a real class

Keep in mind this is a real class, and you will be graded. Pay attention to the lectures, and do your assignments. Finally, deadlines are still deadlines. Complete your work on time and respect your fellow students’ and educators’ time during online classes.

Check out these additional Top Tips For Student Success in Online Courses shared by Nova Southeastern University.

The AVI-SPL team is ready to help you

We hope your students put these online learning best practices to effective use. The AVI-SPL team is here to help if you need assistance setting up your distance learning technology. Contact us now or call your local AVI-SPL office.

To view our Partner blog, click here

Online Learning Best Practices for Educators

AV in Education

At AVI-SPL, we understand that the coronavirus outbreak is stressing your online learning systems, administrators, educators, and students. The educational system changed in a heartbeat. We’re here to help you fulfill your goal of delivering quality education to all students in these uncertain times.

Some educators may teach occasional online classes, while others are completely unfamiliar with teaching remotely. You can help make the transition to full-time remote teaching and learning easier by sharing our online learning best practices with your teachers. You’ll find our social share buttons at the end of the article.

Get to know your distance learning tech

It’s helpful to do a trial session before you deliver a live online class. Your organization may use a Learning Management System (LMS) or video conferencing platform to provide virtual classes. To get to know your system, rehearse a short session and record it. That way, you’ll be familiar with the tools you’ll need to deliver your class.

Test how to switch from the camera to sharing tools like screen sharing and interactive whiteboards. Here are some resources to get started with common platforms:

Get comfortable teaching higher ed classes online

If you’re new to teaching online classes, take time to get comfortable in front of the camera. Rehearse a short session and record it. Watching the recording can help you gauge the best distance to stand from the camera. Aim to get a “medium close-up” shot that shows you from the waist up.

You’ll also be able to tell if you have adequate lighting. You may need to move around the room, close shades, or bring an extra lamp into the space. Avoid standing in front of windows with bright light behind you, or you’ll show up in silhouette. If you’re at home, be mindful of what’s showing in the video behind you. Move any personal items such as family photos that you prefer not to share.

Consider that the camera represents your remote students. Make occasional eye contact with your students by looking at the camera while you’re speaking.

Keep remote college students engaged with video

Keep remote students engaged by breaking up distance learning sessions by sharing video. If your organization does not have enough video to use, check into free resources.  In response to coronavirus, TEDEd has launched TEDx@home, a daily newsletter that offers lessons for all ages, including university-level lessons with video. TedEd also provides online videos grouped into themes, like this video package on visualizing data.

Don’t forget YouTube can be a video resource too. A few channels with educational content to check out include National Geographic and NASA.

Ensure online lessons are accessible

Students with impaired vision or hearing may have tools that make working online easier for them. You can also help by designing online class materials that are accessible to everyone.

  • Verify that attendees can hear the sound in any videos that you play online. If closed captions are available, turn them on.
  • If you’re using PowerPoint slides, use the accessibility checker under the Review menu on the ribbon.
  • Provide handouts in formats that are compatible with screen readers. Microsoft Word files with text should not be a problem. Machines can read PDFs if they are created with accessibility in mind. Adobe offers a tool to create PDFs and verify accessibility.

Connect with students before, during, and after class

To help your students stay connected and prepared for class, send out session topics the week prior. Include information on how to log on to class sessions. Ensure students know where and how to get class materials like downloads and videos. Provide passwords to access materials if needed.

For live classes, remind students how to submit questions during the conference.  Take time to answer your students to help keep them engaged with your online class. During the class, have an assistant or student volunteer keep an eye on chat and Q&A windows if possible. That way, you can focus on delivering the lecture without missing any questions.

After class, follow up with an email asking for feedback on the session. Ask if everyone was able to connect to the video conference and follow along. Since students can’t see you in person, hold virtual office hours too. Try a tool like Calendly to allow students to make their own appointments during available time slots.

We hope your teachers find these distance learning best practices useful in delivering quality online education. Also, if you need to build or upgrade your online learning technology, your organization may qualify to shop for solutions using our national procurement contacts. Watch the video for more info.

AVI-SPL is here to help

If you have questions, we’re here to help. For assistance with upgrading up your distance learning technology, contact us now or call your local AVI-SPL office.

To view our Partner blog, click here

Embrace the New Normal

CMMA Blog

All
the feels

Is this what they mean by all the feels?

Sadness in witnessing so much suffering.

Thankful we have access to information.

Fearful
to leave the
house.

Hopeful our scientists will create a vaccine.

Grateful
we’re doing
everything we can to flatten the curve.

Faith
in our
leadership—globally, nationally and locally.

Appreciation for the people who have to leave their homes and go to work.

As a global community, we are facing
something we haven’t seen in our lifetime. COVID-19 has fundamentally changed
the way we live our lives. It is making an impact in every way possible, and
only time will tell how serious—and long—the impact will be.   

This is a business-focused blog, and I’ll
do my best to keep it focused on business. But there’s no doubt, our personal
and professional worlds have collided faster than anyone could have ever
imagined. So, bear with me as a I cross a few lines into what you might
consider “personal.”

First, for people who must to go to work—healthcare
providers, first responders, government leaders—thank you for working
diligently to keep us safe and healthy.  

“Out
of office”

Most of us are now working from home. In
full disclosure, I work from home full time, but it’s been an adjustment having
my husband and daughter (who is fairly new to the business world) doing the
same. 

It’s different. It’s a challenge. And
it’s not normal in any sense of the word. Your day is probably filled with
frustration and distractions. Whether you need something to keep the kiddos
busy or ideas on how to set up your home office, the internet is filled
resources to help you adjust to working from home.

Below are just a few resources to help
you embrace this new way of working:

Working from home is awesome

As I mentioned, there’s no shortage of
ideas and information on the internet. You can literally enter “how to” and
whatever you’re trying to accomplish in the Google or YouTube searchbars and
get answers.

So, I’d like to take a slightly different take on how to work from home. These unconventional tips can help you thrive in this new normal. No, they’re not all unique or original, but they are tried and true methods for success in my home office. 

HH
Ramp coming together for a virtual “happy hour.”
  • Learn. Take the hour or so you’d usually use
    to commute to and from work to expand your knowledge. Brush up on your skills.
    Take an online class or virtual training. Read a book. Listen to a podcast.
    You’ve got the extra time, now do it.
  • Move. All it takes is ten minutes of movement
    (virtual dance party anyone?) to completely change your mood. You see, exercise
    releases endorphins, which trigger a positive feeling and better outlook. You
    don’t have to do much, but since many of us are stuck in our homes, I highly
    suggest at least a walk around the block. I’ve also found a ton of workouts,
    from HIIT to Yoga, on the internet.
  • Connect. Set aside time to connect with your
    colleagues without an agenda (yes, I just broke the number one rule of
    meetings!). Host a virtual water cooler meeting or coffee break over video
    conferencing to check in on life outside of work. And don’t forget your new office
    mates. Schedule a time for lunch together—whether you’re home schooling the
    kids right now or your officemate happens to be your life partner.
  • Disconnect. I know I’m contradicting the point
    above, but set clear boundaries when it’s time to work. Shut your door. Turn
    off instant messaging. Turn off the TV, and resist every temptation to surf
    social media. Give your brain a rest from the not-so-good news and chaos
    outside your front door.  
  • Be
    kind.     Check on your
    colleagues. We all respond to situations like this in a different way. We all
    have different worries, and being outside of our normal schedule can create a
    whole new set of stresses. Practice grace and patience because you don’t know
    how it’s affecting your co-workers. Afterall, we’re humans not just worker
    bees.
  • Give. You are very lucky to be able to work
    for home. Many people don’t have that luxury. Now it’s more important than ever
    to help your neighbors by supporting local businesses and non-profits in your
    community. This can be as simple as sharing news and information on social
    media, volunteering or donating goods/money. Do what you can with what you
    have.

One last thought. Practice gratitude
every single day. It’s so easy to forget we need to stop and smell the roses.
This is not a new idea, but it’s a tried and true method for finding the
positive in any situation.

Whether you write down what you’re
thankful for, reflect on what brought you the most joy before falling asleep,
or thank someone for a job well done, I promise you’ll start looking for gratitude
all day. For example, my daughter and husband are taking a break from work and joking
about setting up cubicles in our living room right now. Laughter will be at the
top of my gratitude list for the day.

Technology
is your friend

I briefly mentioned connecting with
colleagues via video conferencing above. Even though Ramp is focused solely on
streaming video distribution, I want to talk a little about Unified
Communications & Collaboration (UC&C) technologies.

Watch this humorous take on what not to do during a video call.

Right now—more than ever—you should use
video conferencing. Yes, that means you need to actually change out of your
pajamas before you start the work day.

So much of communication is based on
visual cues. Seeing the person you’re talking to helps to create more
understanding and a deeper connection. You may also find you’re able to get
things done faster versus a traditional audio call because people are more
attentive and engaged.

You’re probably already using a platform
that allows you to chat or instant message with colleagues. If you’re not,
messaging is a great way to avoid email overload and minimize unnecessary
meetings.

Just don’t be afraid to set it on “do
not disturb” when you need to focus on getting work done. Pro tip: Start your
day by sharing words of encouragement with your colleagues or giving them a virtual
pat on the back. Much like gratitude, it can have a positive impact on the work
day ahead.

If you don’t already have UC&C tools
in place, read BCStrategies’ Business Communication Vendors to the
Rescue in the Age of Coronavirus
for a list of vendor offerings that can help you maintain effective
communication and collaboration while working from home.

In
conclusion

Wow, that sounds so formal even though
this blog post wasn’t formal in any way. It was even more personal than I
planned.

So why stop now? I’ll leave you with a
little inspiration.

In times of great stress or adversity,
it’s always best to keep busy, to plow your anger and your energy into
something positive. ~
Lee Iacocca

Your current situation is not your final
destination. ~ Trent
Shelton

Life is 10% about what happens to me,
and 90% how I react to it.
~ John C. Maxwell

The post Embrace the New Normal appeared first on Ramp.

To view our Partner blog, click here