The executive guide to live video events

Top tips and best practices to help you prepare for your next live video broadcast.

Though many executives are naturally skilled speakers, even the most accomplished leaders can benefit from better preparation for a virtual event. It takes practice to inspire, connect and motivate an audience, especially when they're not in the room.

Here are a few tips to help you feel more empowered and better prepared:

Choose your device

Choose your device

Going live from your phone is an easy way to share a quick message or make an announcement to the entire company. For virtual events that leverage advanced live video features, we recommend going live from a computer.

You can also go live using professional video equipment. Just make sure you notify your IT team in advance so they can prepare. Visit the technical resources for help setting up a live video with professional AV equipment.

Man smiling while speaking in front of a camera

Align on a clear agenda

Align on a clear agenda

Internal events are a great opportunity for you to keep employees informed of key business news and developments. But more importantly, they're also a chance for you to hear from employees, get a real pulse of your organisation and send the message that you're all in this together.

While it may be tempting to fit in a list of announcements, your event should prioritise topics that employees want to hear more about. Two weeks before the event, share a poll in an organisation-wide group, asking employees to add and vote on topics that they'd like to see discussed during the broadcast. Use the topics identified to build an agenda that employees will want to engage with.

Work with your communication team to align on a detailed agenda incorporating every segment of the event. This will help everyone keep track of what happens when and keeps the event running on time.

Women at a conference table smiling and holding their glasses. There are three other people sitting at the table.

Cover the highs and lows

Cover the highs and lows

Of course you will need to inform employees of any serious issues, but don't forget to build in time to share and celebrate success. In the weeks leading up to the event, solicit nominations for employee awards in your event group using polls. Then, take time to share the awards and highlight employees who go above and beyond to the entire company.

Be concise

Be concise

Whether your event is made up of one presentation or many, make sure you keep each session between 30 and 60 minutes. Beyond that time, you risk losing the attention of your audience and key points may be forgotten. Allow for time to interact with the audience and answer questions.

Tell a story

Tell a story

You may be tempted to cram in a variety of topics in one presentation – but less is more. Aim to identify two to three topics that employees are interested in, and stick to the main points. When covering financial topics, leave out complex charts and opt for identifying what the company needs to work on.

Most importantly, tell a story. Whether it's explaining a strategic initiative or reviewing stats, share anecdotes of how employees are involved and taking the steps to fulfil these objectives. Consider using a variety of examples, case studies, video and employees to help share stories.

Woman with headphones in looking at her computer screen and smiling

Set yourself up for success

Set yourself up for success

Here are some best practices to help you set up and make sure your event goes smoothly:

  • Facing a window will give you a beautiful source of natural light, and make you appear clear in your video frame.
  • Sound is as important as lighting. Make sure that you're wearing a microphone; either the headphones that came with your device or a wired microphone.
  • Frame your shot so your viewers are able to see your head and shoulders.
  • Make sure your network connection is strong.
  • Restart your device about 30 minutes before you are due to go live to prevent your device from crashing or forcing an update during your broadcast.
  • Disable all Workplace notifications and alerts on your device using Do Not Disturb so that you're not interrupted during the broadcast.

Practice a full dry run

Practice a full dry run

Running through the entire event will allow you to plan for timing, troubleshoot technology and identify any potential issues not previously accounted for. Practising on camera will also help you feel comfortable on the day of the event.

Go live in a small secret group and have several people tune in and comment or ask questions during the broadcast, so you know what to expect. Your dry run is also a good time to make sure you have enough upload bandwidth needed to broadcast. Check in with the viewers to make sure your video is coming through OK.

Woman adjusting her headphones while looking at her computer screen and smiling

Engage with your audience

Engage your audience

Audience engagement is key to every successful event. While you're presenting, make sure there are people on hand to respond to audience comments when you can't. The live video creator should also be responsible for monitoring questions submitted via Q&A and engaging viewers with polls.

Lead your sessions through audience questions and encourage employees to respond in the comments. When responding to employee questions or comments, make sure you address the viewer by their first name to make the interaction more personal.

Woman sitting on a grey sofa, smiling and waving at the camera

Be authentic

Be authentic

While an outline is key to staying on track and covering key points, it's equally important not to come across as scripted. This shouldn't be a 90-minute monologue. Ideally, you are well prepared and sticking to talking points, but doing so in a natural, conversational and genuine tone.

The beauty of live video is that it allows you to share your experiences in real time and make a more human connection with the audience. Try to take this a step further and be vulnerable. Share stories and show your audience a more personal side of you.

Live video post with copy "Hi Team! We're now live to share some important changes that will affect our business in 2020". Man in blue sharing stands and smiles at the camera. In the left-hand corner you can see that 4,500 people are viewing the broadcast.

How to be a Workplace live video star


Join Workplace experts in this interactive live training session. Learn how to set up a live video, create an engaging experience for attendees and keep up engagement after the broadcast ends.

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Live interactive demos


Explore a full walkthrough of the live video experience from setup to broadcast analytics. These interactive demos allow you to simulate live video creation so that your next broadcast is set up for success.

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