TEAM COMMUNICATION
Video messages
Using video messages for introductions, follow-ups and where necessary custom ad-hoc videos is a powerful way to communicate with clients. Your video messages can motivate clients to action, above and beyond a simple text based message..
Videos follow the same frameworks covered within the general messages page.
The video '5 S'
The creation of business video messages is a process that becomes easier with practice. This page contains information to help you improve your messaging.
There is no 'perfect video' and not all of the recommendations on this page may be possible within your circumstances or available locations. Once you have found a suitable setup location, followed as many of the recommendations on this page as you can, in time you will be able to produce new videos quickly.
The 5 S's cover these components of video messaging:
- Script - Keeping your message succinct with a script
- Setup - Finding the right location and lighting for a more professional (but not necessarily 'perfect') impression.
- Sincere - ensuring our 'non verbal' expressions are positive and expressive. It's all in the eyes.
- Strong delivery - speaking with conviction and confidence, utilising gestures.
- Steady pace - keeping a steady, well articulated pace.
Important initial points
- Video messages should be recorded while wearing the same business attire as you would wear for a business meeting with a client.
- At present virtual backgrounds are not convincing enough to use and lead to other problems.
- The default video preference is utility/reuseable videos, although there are at times good reason to produce personalised / ad-hoc videos. (See point 1.1)
- It is highly recommended to record your videos standing up, this changes your energy as you speak.
▶️ Video overview (coming soon)
Part of our personal challenge is overcoming our own self judgement and perfectionism, which is covered in this imperfect overview video.
1️⃣ Script (Keep it succinct)
A video message should not sound like you are reading monotone from a manuscript. However a rough script is needed to ensure the message is clear in your mind, which can help avoid lengthy and rambling videos.
Although we are not producing YouTube shorts, Instagram Reels or TikTok videos as a form of communication with leads or clients, it's clear that engagement favours shorter videos. This is demonstrated by the below 2025 research from Search Engine Land.
There are example scripts you can view on this page, however these should be reworded to fit your conversational style while fulfilling the purpose.
All videos should follow the frameworks explained on the general messages page.
Below is core information about using scripts including an example of a script using the 'Triple 🇦' and 'Triple 🇵' frameworks
The default video preference is utility/reuseable videos. However personalised videos still have value.
Personalised videos:
- Are produced as 'welcome / introduction' videos - usually just using the clients first name. These types of videos have a certain utility/reuseable element as they can be stored and used for other clients with the same name.
- Are usually used for specific post meeting follow-up videos and ad-hoc updates (ad-hoc videos which are generally not reuseable).
The type (utility / personalised) and purpose of the videos effects the script that is used.
Examples:
- ✅ Can be used again: Introduction video - An introduction video for Matt can be used in the future for a different client called Matt if the script simply draws attention to the email.
- ☑️ May be able to be used again: Follow-up video - Video's produced following a meeting may be able to be used again for a client of the same name, if the script is focused solely on actions specified in the email linked to proposals etc. If there are specific things that need to be mentioned following a meeting this would not be possible.
- ❌ Generally not reuseable: Ad-hoc/situational/reporting video - Video's produced for specific situations or progress reports are highly tailoured to the client and project and as such couldn't be used again.
Listening to a speaker overly attached to his notes does not come over as effectively as a speaker who is unstuck, or 'unattached' to his notes. The same is true with video messages.
The most effective video messages are done without constant glances down or to the side at a script. For longer videos having an outline (not word for word scripts) can be beneficial. There are outlines provided on this page, but these are provided so you can get a better idea of the content. It is always best to reword the message closer to what you would say naturally in a conversation.
The below are recommendations depending on the video length:
- ⏲️ < 1 min: Videos less than a minute such as an introduction can be memorised relatively easily.
- ⏲️ > 1 min - 5mins: Use an outline (shouldn't be more than 1 side of A4)
- If recording on a mobile place your notes or an ipad close to your phone lenses. Preferrably at the same eye level which may mean clipping them on to the side.
- If recording on a laptop position your notes on the actual screen aligned as close to camera eye level as possible.
- ⏲️ > 5 min: For detail videos over 5 minutes it's ok to have notes in hand and glance at them as the viewer will understand the topic is more in depth.
The below scripts use the Triple 🇦 and Triple 🇵 frameworks on the messaging page.
Hi {their name],
🇦Acknowledgement:
Thanks for sharing with us the current admin overwhelm your business is experiencing tryng trying to respond to increasing queries problems your business (🇵Pain point).
We understand this is a concern for you as you want to provide a timely good impression for new customers and ensure existing customers don't feel neglected.
🇦Advise the way forward:
From previous work we've seen the power of well training and monitoring Ai help in reducing admin churn, as well as qualifying and converting leads with efficient resources 🇵Progress opportunity.
🇦Action:
Let's schedule a call where we can demo a potential solution that would work for your business 🇵Proposal. Just hit reply with a time that works for you or book directly on this link.
Regards,
Matt
2️⃣ Setup (Environment)
Now we are armed with a script it's time to turn attention to our setup.
NOTE:
- Although you don't need fancy equipment (most modern phones can record video in 720p+), you can maximise the professional setup and recording with these tips. Currently we are recording in horizontal 16:9 setup.
- Recording a message using a virtual background is currently not an option until the technology improves (unless you are using a professional green screen and high quality equipment).
🪴 2.1 Location (Quiet, non distracting)
This illustration shows an ideal setup. Ideally a large window with natural light should be behind the camera. A lack of natural light can be compensated by artifical lights if needed.
- Less is more, we are looking to be close to a minimal home office/study setup. The more clutter, bright colours and distractions in the background - the more their focus will be away from you.
- 🪴 In this regard a plain light neutral colour wall with a single plant (see below) is more suitable than a wall with a huge dynamic painting that draws the eye. Some people have found a projector screen covering behind them is useful with a few objects in front such as a plant.
- 🚫 Ideally you should be able to count the number of objects in the background on less than 1 hand (i.e Desk, Chair, Lamp, Plant). The background shouldn't contain TVs, windows, fireplaces, mirrors, open doors or huge bright wall murials - these are focal points for distraction.
- 🐈 Pets are unpredictable and in most cases shouldn't feature in the background.
🪟 2.2 Lighting
In most cases we will be using our phones, but the same principles apply if you use a laptop.
The Wisita article 'Shooting Video on iPhone: How to Record Professional Videos' (video embedded in this section) is one of the best articles on setting up your phone.
Key points:
- 🪟 Natural light reins supreme. If you can be near a large window (the window should be out of the sight) this trumps any artificial light.
- 🔦 Small lights and especially 'ring lights' can compensate for lower light and remove shadows from your face. If effective you can also use a back light (see video).
- ‖ Tripods are high recommended for stable shots. If you don't have a tripod, a stable surface and books may be a workaround.
- 📱 Shoot with the rear camera lenses. Even if this does mean you can't see yourself while you record, the quality is usually much better.
⚠ Once set up, you'll need to do a test quick recording to see how your face looks with the light (see below).
🎙 2.3 Sound
Sound is even more important than the visual. People may tolerate a poor background, but will be far less tolerant of unclear or distracting audio. The main criteria is to record videos in a quiet room where you will not be disturbed.
An external microphone is advantageous (including the very reasonable Rode lapel microphone) but not critical if you are in a quiet location with a decent inbuilt phone or laptop microphone.
⚠ Whether you are using an external microphone or not, always do a test recording before starting.
👤 2.4 Positioning - the rule of thirds and eye alignment
With 3 intersecting lines along the horizontal and vertical, we are aiming to be in the top middle intersecting line for the 'rule of thirds'.
The image shows the speaker in near the middle intersecting top line, but there is still a little space above the top of his cap (or head).
The 'grid' is available on most modern phones within in the camera settings. For speaking to camera (also known as 'talking heads'), you generally want to aim to be in the centre. There is slight variance on this principle for news readers and interviewers, but those scenarios aren't applicable here.
The below video gives explanation on the 'rule of thirds'.
You need to ensure your eyes are in direct straight alignment with the camera lenses.
This ensures your head does not slightly lean up or down and has the same neutral position as you would generally take in a conversation.
On a mobile phone this is fairly straightforward, however if you are using a laptop then devices like the iContact camera (pictured) can be very helpful.
The camera is generally at the top of a laptop screen. The iContact camera adjusts the lens position by making it in the middle of the screen.
These devices are also useful for online meetings
3️⃣ Sincere expressions (Non verbal)
If you are not used to speaking to a camera, this part will become the metamorphois in your ability to deliver content.
Relaxed and warm communication comes with practice. Be patient if you feel things aren't as easy as you expected. The efforts you may to deliver a warm, sincere expression on camera, will be something you can ultilise with 'on demand' in multiple settings via a mindset switch.
The key part is to focus on a positive mindset and let that flow into your face, particularly your eyes. Everything else is secondary to this.
3.1 Mindset
It's easy for us to sense when someone isn't really aligned positively with what they are saying. In fact, if we turned temporarily deaf, or put the video on mute, we could look at their eyes and discern a lack of positivity. It is an interesting experience to mute a YouTube video and see just how much you can discern from the face, eyes and body language.
Feeling nerves is absolutely fine and adds a human element to video messages, which Ai hasn't (yet) managed to produce. However speaking on a video message in a joyless fashion invalidates even the most perfect pitch.
Refocus on your thoughts:
- Write or speak your gratitude list for that day.
- Write or speak about something you are looking forward to in the future.
- Write down how this video will be great.
Writing or speaking is a more active way of 'tricking' your brain into processing positive thoughts. If you 'feel' that recording this video will be a positive experience - this will translate into your delivery.
You have to believe it's possible and you are 'choosing' to do this video, it's not a 'chore' you have to do.
3.2 Focus on the eyes
The article in WikiHow shows how to achieve 'smiling eyes'. This is not a cheesy camera grin, but rather the natural look of someone who is feeling positive. Note that we are focusing in on the eyes and not forcing an inauthentic smile.
Smiling yes is an 'ideal' outcome. You will notice in my demo videos this is something I struggle with. If, like myself, you are not naturally 'lit' up when speaking to camera it's more important to focus on sincere, relaxed and expressive eyes. A face of full of joy is not a requirement for video messages. At the same time, a serious face, lacking expression is not going to give a good impression.
If 'smiling eyes' is not your natural style, instead focus on sincerity. You can try a slight widening of the eyes and using your facial muscles to emphaise points. With practice you will move away from an overly serious look that lacks expression.
The eyes will be the first and primary part of your face your viewer will connect to so. One of the below images shows you what to avoid, while the others are expressions you could have, but only if they are natural. The illustration marked with the cross shows a forced smile.
The WikiHow article advises these steps to practice your 'smiling eye':
- Squint the eyes. Each time you smile, no matter what the reason is, try to remember to squint a little. Don't overdo it, or your face will look distorted; just a bit of a squint will add the appropriate twinkle to your eye.
- Try making eye contact as you squint (you can practice this in a mirror or with another person)
- Try an eyes-only smile. Try smiling without your lips. Those who are truly skilled at smiling with their eyes can express happiness or mirth without moving their mouth. That's not to say your mouth should be frowning, but try holding it still while you smile with your eyes.
Once you have found a facial expression that works, try and move it more towards 'smiling eyes'. With time you will be able to 'activate' it with reasonable ease.
3.3 Warm up face/jaw
Hopefully you will have cracked a smile or two when refocusing your thoughts. Now it's time to turn to the mirror and exercise your face muscles for maximum face expression. This type of preperation was covered in a non verbal communication course and is helpful if you are filming first thing in the morning and haven't yet spoken to anyone.
In the mirror you can focus on your face muscles by slowly opening and closing your mouth and moving your jaw. The below video gives a 'lemon-lion' exercise you can practice.
4️⃣ Strong delivery (Verbal + Non verbal)
To balance out the 'warmth' from your non verbal sincere expressions, we need strength and conviction. This naturally combines the verbal (conviction in your voice) and non verbal (the animation in your face and gestures).
4.1 Strong verbal
Whether we are introverted or extaverted, whether we feel confident or shy in social situations - anyone can improve the strength of their speaking. Video messages give us an excellent opportunity to do this without the pressure of a live audience. This skill can then translate to real world settings.
The below video below covers these areas where we can improve our verbal delivery:
- Tonality - we want to ensure our tone does not rise at the end of a sentence, which may sound more like a question, than a statement. This could come across as personal uncertainty as to our conviction.
- Truth - The foundation of strong delivery is that we believe what we say. That is why, unless there is a unique need to stick to a script that someone else has composed, in nearly all cases we need to rewrite it and make it our own. We can do this and still honour the key points and intent in the original script.
- Power of pause - rather than feel you have to rush through your video, a timely pause can give emphasis to your point and ensures your viewer has time to digest what is being said. There is more on keeping a steady pace throughout a video in point 5️⃣
4.2 Strong non-verbal
The verbal art of speaking with conviction naturally pairs with intentional gestures. When you see someone speaking powerfully, it is almost certain their hands are part of the delivery equation. Your hands are literally an extension of speaking process.
For the most poised delivery strong gestures are accompanied by relaxed hands (as covered in the video in this section) when gestures are not applicable. Being able to bring a point to life by your descriptive gestures and then when needed having your hand/s relaxed at your side gives the impression you are both passionate and poised.
Ideally gestures will come naturally when you speaking strongly about a topic. However words that are well suited for practicing gestures include:
- 'create'
- 'build'
- 'impact'
- 'connect'
- 'scale'
- 'growth'
- 'target'
- 'reach'
If your hands feel rigid initially, an easy way to warm up is to tell a short story (to another person or the mirror) that involves multiple descriptive parts of a story. The story does not have to be business related.
These stories can help you with iconic gestures.
You could describe:
- A memorable concert or live music experience with gestures about:
- the journey
- the venue
- how the stage was set for the artist
- how the artist first entered the stage and their appearence
- the reaction of the crowd to favourite songs
- surprises about the performance.
- A trip:
- journey
- where you stayed
- favourite experiences
- natural beauty and animals you encountered
- You can also describe the process of learning a skill or hobby - especially driving or sport.
To take this to the next level you can practice metaphoric gestures by explaining concepts.
Educators are trained how to teach effectively and no educator will speak to a class without gesturing.
Explain a concept you have recently learned and ultilise gestures when talking about movement, distance, size, connection and transformation.
As a complete alternative to the serious practices here, a game of Articulate will create the appropriate level of frustration that will likely manifest in spontaneous gesturing.
5️⃣ Steady pace and articulation (Verbal)
In point 4️⃣ the 'power of the pause' was covered. Pausing provides 'breathing space' for the conversation and enables a brief moment of reflection.
A steady pace that is not too fast or too slow aids the articulation of words. Although we may intentionally choose to speed up our pace to convey urgency and slow down our pace during explanations, our words should always be clearly recognised.
This section explores the connection between pace and articulation with some helpful videos.
5.1 Pace
The pace in a video message should be at 'conversational' level. This means if your friend was stood right in front of you, you would be talking at the same pace.
The videos below provide helpful tips on pacing and slowing down speech, including the importance of mindful speaking and mastering breath.
5.2 Articulation
Effective articulation of words means speakers from any country, and any strong accent can still be understood. When travelling to countries where English is not the native tongue, this skill becomes critical.
Articulation is closely linked to pace as often if we are not pronouncing words correctly, the first thing we need to do is slow down. When our articulation has improved we can speed up our pace as appropriate.
The second thing we can do is linked to 'warming up the face and jaw' in '3️⃣ Smiling with expression'. With your facial and jaw muscles warmed up practice over emphasising words with big mouth movements. This increases your awareness of the words being spoken (instead of auto-pilot), muscular precision, and speech clarity. Using big mouth and tongue movements trains your muscles to work through their full potential range.
The videos below show further ways to improve articulation including power awareness and tongue twisters.
Video and script examples
▶️ Introduction video
An example of an Introduction video sent to a lead you haven't spoken to.
"Hello [their name], I'm [your name] and I work with Digiful
I haven't had opportunity to meet you in person yet so I wanted to give a quick video introduction.
At Digiful we solve our clients pain points and accelerate their growth with custom, tailoured solutions.
I'd love to learn more about your business challenges and growth goals - if you click in the meeting link in the message we acn set up a quick meeting and see how we can you help you.
Will speak to you soon.
▶️ Followup video
An example of an follow-up video sent to a lead shortly after a meeting.
"Hello [their name], it was great to have the opportunity to speak to you today.
It's clear your business priority is [add business priority uncovered in meeting] and you feel strongly about [add one of their business values]
We've carefully considered how we can work with you to address these points and I've enclosed some proposls in this message.
Have a look and feel free to schedule a call if you want further clarity on any of them.
Will speak to you soon.
▶️ Ad-hoc video
An example of an Ad-hoc video addressing a specific client query.
NOTE: As these videos are highly specific, a script cannot be provided, although the format follows the
Finished your video?
🔼 Time to upload it for use.
- How to upload your videe in Gumlet (use the Digiful workspace)
- Add your video to an email from Gumlet.
Team Comms Menu
The team communications area covers the below topics. Click one of the below topics to learn more.
Automated Messages
(Coming soon)
Our automated messaging.
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(Coming soon)
Training Ai to respond appropriately
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