We’ve all seen it or done it… the dreaded screen share mishap. From embarrassing tabs to emails/IMs the other party wasn’t supposed to see, screen sharing catastrophes can leave a lasting impression. Read below for the dos and don’ts of remote screen sharing to have a smooth content collaboration experience.
Remote Screen Sharing Tips
DON’T: Fail to provide the correct information ahead of time and leave other meeting participants feeling rushed to find a solution. Having to scramble to set up last-minute screen sharing leaves an impression of being unprepared or careless.
DO: Make sure every person in the meeting has access to the screen sharing tools you will be using for your meeting. Give participants advanced notice with any necessary login information to ensure there are no difficulties with connecting when the meeting rolls around. Also, charge your computer to avoid low or dead batteries.
DON’T: Fumble your way around your computer when trying to present. Clicking around to find the right files or failing to know your password to a tool interrupts the flow of the meeting and looks unprofessional.
DO: Come prepared to your screen sharing meeting by knowing which items to present and how to easily transition between items on your screen. Download any files and log in to any tools you may need prior to the meeting so everything is ready to go once the screen share is passed to you.
DON’T: Have members of your screen sharing meeting be greeted by a mess of a screen. From a cluttered desktop to a high number of unread notifications, the extra noise on the screen will make it hard to concentrate on meeting material.
DO: Neatly organize whichever part of your screen you will be sharing. A clean look keeps attention focused on the meeting at hand and gives a more formal, professional look. Tidy up your screen by only keeping the necessary items, such as important tabs, files, and tools. This will also help you smoothly present your screen without interruptions.
Windows and Tabs
DON’T: Leave up browser tabs and windows you don’t want people to see. A client or boss likely doesn’t want to see your Facebook profile in another tab or window to your Slack conversations.
DO: Only keep open what you will be sharing. This goes along with organization – less material on your screen means less of a chance of getting lost or sharing irrelevant information. While many screen sharing tools allow you to choose which screens or windows to share, it is still better to be safe than sorry and close all unnecessary items prior to the meeting.
DON’T: Keep on notifications. Email banners, chat notifications, and even “battery low” notifications serve as distractions, and can run the risk of the other party seeing a message not intended for them.
DO: Mute or shut down any applications that may interrupt your meeting while screen sharing. Disable pop-ups on your browser if they aren’t already and set any chat conversations on “do not disturb”. If you potentially need to be reached for any urgent matters during your meeting, direct that communication to phone or text to avoid on-screen notifications.
DON’T: Run any media application in the background of your remote screen sharing experience. Autoplay videos or accidentally pressing play on your music streaming will definitely detract from your meeting.
DO: Fully shut down any media players. Close all YouTube tabs, close out any music streaming, and even avoid news sites with video to avoid interrupting the meeting. While your work playlist is probably great, it’s probably best to listen to it on your headphones and not while doing remote screen sharing.
DON’T: Forget when you are screen sharing. You would be surprised by how easy it is to continue sharing your screen even after your portion is over, which can lead to the other party seeing items that may be inappropriate or confidential.
DO: Ensure you have successfully stopped actively sharing your screen when need be. Either pass the presenter role or end the meeting by shutting down your screen sharing tools. As added backup, spend the next 5 minutes after remote screen sharing on “safe” windows just to be sure there is no delay or issue when stopping your presentation.
So there you have it. By putting these seven tips into practice while using Poly screen sharing tools, you can present with confidence and avoid epic screen share fails.