Note: This guest post is from Allison Grappone of AGG Consulting. Thanks, Allison!

I dislike wasting anyone’s time. Everyone has important things to do. In general, people need more time to themselves, away from meetings, and away from Zoom.

To make better use of everybody’s time, I use videos to prime the pump before complex meetings.

You’re probably thinking: What? How does that work? Let me explain.

Don’t get bogged down

Strategic planning is my bailiwick. Over the years, I’ve noticed that clients are more content and engaged when they understand the planning process from start to finish, and when they can see their current position within that process.

Here’s the problem: If I front-load my strategic planning meetings by explaining this information, it drags down the group’s momentum. I lose some people and agitate others, while over-engaging a few who ask loads of process questions.

To solve this problem, I began to use prep videos to cue up these meetings.

What’s a prep video?

It’s a 2 to 6-minute recording of me talking to my clients.

It’s not fancy. I make sure that the sound is OK (this is harder than you think!), the lighting is sufficient, and I’ve prepared a script and any accompanying visuals. My goal: create a succinct, well-organized recording.

When to use prep videos

I send prep videos anytime I expect a topic will require me to talk *at* my clients in a meeting for longer than five minutes. Some examples:

• A walk-through of our strategic planning process.
• An explanation of the client’s current place in the process.
• Insights about the key components of good mission and vision statements.
• Why and how to scrutinize the feasibility of their strategic goals.
• Explanation of how to conduct a review of the current strategic plan draft.
• Tutorial of the technology we’ll use for the meeting (Zoom, Miro, etc.)

What are the benefits?

Having created these videos more than 100 times, I’ve noticed several benefits:

• Our meetings are shorter!
• Each participant can take in the information when it suits them. Some people need time to process over several days. Others are comfortable viewing something two minutes before a meeting.
• Since the agenda is less packed, I can take the time to respond to any questions that arise from the video.

Hot tips for creating and sending prep videos

Intrigued? Before you jump in, consider these recommendations.

• Before recording, write a script and prepare any accompanying documents or visuals you’ll be showing in your video.
• Mute all phone and computer notifications.
• In your video, let the viewer know that they can email or call you with questions.
• Use Zoom, Canva, your phone, or QuickTime Player (Macs) to record.
• If you say “Um” or other filler words too often, re-record. It’s always worth the effort.
• Make your videos easy to view! Don’t send an enormous file.
• Share the video about five days before the scheduled meeting.

Why didn’t you just record a video explaining all this?

Well-played! Here’s a sample video that demonstrates how to create your own.

However, we need to acknowledge that people have different learning styles. Some of us are visual learners who prefer to watch (and create) videos. Others prefer to learn by reading, writing, listening, or physically engaging with the material. As you prepare your group and build your agenda, keep this in mind.

If you’re good at facilitating online meetings, do you still need these prep videos?

Yes! I’ve worked virtually for more than ten years and facilitate a LOT of online meetings. I’ve even hosted all-day virtual meetings for five days in a row.

Yes, these are LONG meetings – and they’re always packed with energy, engagement, and business value. Sharing one or two 6-minute prep videos before these week-long engagements makes all the difference in the world.

Now you know my secret. Try it and watch what happens.