In-Person Safety Speaker vs. Virtual Meetings

In-Person Safety Speaker vs. Virtual Meetings

Is It Time To Return To In-Person Meetings?

Now that we are on a path to “normalcy” the question of returning to in-person safety kickoffs, quarterly safety meetings, comes to mind. In this article I will consider, “What is the value of these types of safety meetings?”

As an expert in human communication and presentation skills, I can without reservation recommend the effectiveness of an in-person presenter in front of an audience. Over the past year, I have done several online presentations one of which included the keynote address for the Indiana Safety Conference.  While those forums have many advantages, and a great safety speaker can use their skills to be as effective as possible, in-person has some unique advantages. Because I can deliver my message online or in-person, my conclusions are not based on bias rather evidence which you will soon learn about.

Instant Feedback

There are many factors that make learning or communicating more effective when a speaker can see their audience in front of them. The best communication is when there is instant feedback. As a safety motivational speaker shares their message they get immediate feedback. They can sense if their points are getting across or their stories are connecting. An effective motivational safety speaker can measure audience engagement and adjust their content, volume, tone of voice, etc. to improve the situation. Because I have always customized my core messages for each of my clients, I am used to making changes. I always arrive early and listen to any corporate leaders who speak before me. I then weave their key points into my message. I once rode to the airport with a client’s CEO. They told me they would have thought I had a copy of their remarks ahead of time even though not even their assistant had seen their notes. Being there in person allows me to watch the audience and observe their responses to the other speakers.

Flexibility Improves Effectiveness

The best communicators are the most flexible and being able to see your audience in person gives you many advantages. You can observe your audience and adjust to meet their needs. In addition to scheduled breaks, I break up the monotony of the typical safety meeting with magic effects that entertain and convey a principle or lesson.

Some people take breaks only at scheduled times. I learned early on this rigidity doesn’t serve your message well. Instead watching an audience I can gauge when people need a break, and more importantly, I can keep going when I know my message is getting through with real power.

I’m sure there will be many people that post-pandemic don’t feel the need to go back to in-person meetings. I suspect that is because they never had the ability or flexibility to notice or make use of the feedback and audience cues. It’s certainly easier to set up a Zoom call but you and I both know that a high percentage of attendees are in fact multitasking leaving their attention divided. That is much less likely with an in-person meeting.

In-Person Interaction

With a live meeting you can easily interact and involve your audience members. There is no need to wait awkwardly as someone finally realizes you’ve called on them only to have to unmute themselves or deal with connection problems. You’ve probably seen and/or heard that experience on a virtual meeting. This phenomenon is evidence that people aren’t totally focused on the meeting because if they were they would definitely hear their own name called out. I also teach if you want people to pay attention to you, you need to pay attention to them. Being in their presence allows you to pay attention to them and interact with them.

In any group of people there are official and unofficial leaders. Unofficial leaders can work with you very well in person. People may or may not follow their official leaders but they definitely follow their unofficial leaders. I watch an audience from the time they enter a room to learn what groups and leaders people gravitate to.

I add the credibility and influence of the unofficial leaders in the following way.

Once I know who the leaders are, I watch for signs they are supportive of my message or points. Perhaps I see them nodding in agreement. I might be so bold as to call on them at that moment to get their input. Their agreement with me adds their credibility to my message and improves the likelihood it will have a positive impact on their followers. Sometimes they will add their own story to reinforce my point. That’s tough to do with a screen full of tiny thumbnail photos.

Peer Influence

Another powerful tool is peer influence. Everyone’s familiar with peer pressure. Peer influence is something that can work to your advantage. In a live presentation when people nod in agreement with you comments they are adding their influence to your presentation. Once again, a screen full of thumbnails or avatars doesn’t give you the same edge.

I’ve taught many safety speakers a concept called an agreement frame. You make comments or points you know people are going to agree with. After you’ve built that agreement you bring up a point that may need more persuasion. Their previous agreement helps the next point have an impact. As a hypnotherapist, I learned much about how our unconscious mind works. Here is a great example of how it happens. All the time you are building that agreement frame, everyone in your audience notices many of those around them nodding in agreement. This adds to the persuasion of the next point. Their unconscious mind notices their peers are agreeing with you and they are likely to apply that influence to all you say.

Manipulation or effective communication?  Whenever I teach these concepts someone often asks, “Aren’t you manipulating the audience?” My simple answer is, no, you are just being effective. I then explain the difference between manipulation and effective communication is often intent.

If you are communicating to get someone to do something that benefits you and not them then you are being manipulative. Your communication often will come across as insincere. If on the other hand your communication is designed to help the person you are communicating with it is effective communication.

Obviously, when we are communicating safety insights to our audience it is for their benefit. I will always do my best to make my message the most effective. Can I do an effective virtual or Zoom presentation? Sure! I apply the same effective presentation principles to the online format. But remember, I said I will do my best to be MOST effective. I believe in-person presentations yield the highest results and therefore are the most effective.

Room Setup Can Improve Communication

To enhance peer influence and leadership influence I like a room set up chevron or horseshoe style. Such set ups facilitate audience members seeing each other which means they are more likely to see someone nodding in agreement. Another benefit of these set ups is they help keep your audience awake and alert. Because they can see other faces they know people can see them so they are more likely to stay alert, awake and attentive. This is a good time to mention turning down the lights for a video or power point presentation puts people to sleep. Also if you show videos as part of a live presentation, stay in front to the side of the screen or TV. That’s you paying attention to your audience.

I once saw a friend who was giving a licensed video training. He would sit on a stool next to the video and watch the audience. He could pause the video and answer questions if someone had one.

Enthusiasm is contagious. Building excitement about safety is easier in person. You can feel the energy in a room full of people. A speaker like me with the right skills can utilize that energy. One of the skills I learned early on was how to build energy and excitement in an audience.

An entertaining and effective safety meeting is memorable. The shared experience of an audience is something they talk about long after the meeting is over. When I bring someone on stage they and the audience have fun. The laughter and fun permeate the room. This creates a positive association in their minds with safety. Their unconscious mind connects the desired safe behavior with a fun and effective meeting. Let’s face it – for many safety equals boring. Imagine when a safety meeting becomes a positive experience!

When you are ready for in person meetings or events call Diane Weiss at John Drebinger Presentations 209-745-9419 to find out how we can help your employees want to embrace safety on and off the job. John is fully vaccinated and ready to travel to your location today. Check out my website and videos at: www.drebinger.com