Closing

10 Best Practices for Professional Video Messages

Philipp Schachinger
Last updated on February 12, 2025

Video messages are a powerful tool for professional communication, but creating effective ones requires careful planning. Here’s a quick summary of the 10 best practices to make your video messages stand out:

  1. Outline Your Message: Plan your intro, main points, and call-to-action to stay clear and concise.
  2. Highlight the Key Benefit: Hook viewers in the first 10 seconds by focusing on their needs.
  3. Keep It Short: Videos under 60 seconds have a 66% completion rate.
  4. Pay Attention to Appearance: Use good lighting, a clean background, and dress appropriately.
  5. Use the Right Equipment: A quality camera, microphone, and lighting can enhance your message.
  6. Make It Personal: Address the viewer directly and tailor your content to their interests.
  7. Keep Viewers Interested: Use visuals, a conversational tone, and a strong hook.
  8. Stick to a Regular Style: Maintain consistent branding, tone, and structure across videos.
  9. Ask for Feedback: Use analytics and viewer input to improve your videos.
  10. Ensure Accessibility: Add captions, transcripts, and optimize for multiple devices.

Quick Comparison of Key Elements

Practice Why It Matters Tips
Outline Your Message Keeps content focused and clear Use a 3-part structure: intro, main idea, call-to-action
Highlight Key Benefit Captures attention quickly State the benefit in the first 10 seconds
Keep It Short Increases completion rates Aim for 30-60 seconds
Pay Attention to Appearance Improves professionalism Use even lighting and a clean background
Use the Right Equipment Enhances video and audio quality Invest in a good microphone and camera
Make It Personal Builds stronger connections Address viewers by name and reference their needs
Keep Viewers Interested Maintains engagement Use visuals and a conversational tone
Stick to a Regular Style Strengthens brand recognition Use consistent logos, colors, and tone
Ask for Feedback Identifies areas for improvement Use surveys and analytics to gather input
Ensure Accessibility Reaches a wider audience Add captions and optimize for devices

How to Talk to a Camera

1. Outline Your Message

Without proper planning, video messages can easily lose focus and fail to deliver. A clear outline helps ensure your message stays concise, engaging, and to the point.

Here’s a simple three-part framework to guide you:

Section Content Approach
Opening Introduce yourself and state the purpose Keep it short and clear
Main Content Share your key message or value proposition Spend most of your time here
Closing Summarize and include a call to action End with a clear next step

Focus on one main idea to keep your message sharp and easy to follow. A solid structure not only respects your viewers’ time but also increases the chances they’ll watch until the end.

"Video messages are compelling because their imperfections make them more relatable." – BombBomb [1]

To craft an effective outline:

  • Highlight key points, examples, and any visuals you’ll use.
  • Write a short summary to make your message accessible.
  • Keep the structure flexible so your delivery feels natural while staying focused.

Using tools with pre-made templates can make this process smoother [1][2]. Once your outline is ready, you’ll be set to emphasize the most important benefit for your audience.

2. Highlight the Key Benefit

After presenting your message, make sure the main benefit is front and center. Did you know that 53% of people watch videos all the way through? This means you need to clearly state the key benefit early to hold their attention [2].

Get to the point fast. Use the first 10 seconds to grab attention with the key benefit, back it up with evidence in the next 20 seconds, and wrap up by reinforcing its value.

Here’s how to make it count:

  • Focus on specific achievements or milestones (like funding) and explain how your solution fits into their next steps.
  • Use text overlays to highlight key points without making the screen too busy.
  • Show measurable results instead of making vague claims.

For instance, you could congratulate prospects on recent successes, such as securing funding, and tie your solution to their future plans. This tailored approach tends to spark more responses compared to generic messaging [2].

"Video messages are most effective when they deliver immediate value. The key benefit should be crystal clear within the first few seconds, as 66% of viewers will watch a video under 60 seconds to completion" [2].

Once you’ve nailed the key benefit, keep it short and to the point to maintain your viewer’s interest. Brevity is your best friend here.

3. Keep It Short

In business, time is precious. Once you’ve highlighted the main benefit, it’s crucial to get your message across quickly. Here’s why: videos under 60 seconds achieve much higher completion rates, with 66% of viewers sticking around until the end [2].

The sweet spot? Videos lasting 30-60 seconds. This timeframe is perfect for sharing your key points while keeping your audience engaged. Use visuals wisely – they should support your message, not distract from it.

Video Component Time Allocation Purpose
Opening Hook 5-10 seconds Capture attention
Main Message 20-30 seconds Share the core idea
Supporting Point 10-15 seconds Back it up with evidence
Call-to-Action 5-10 seconds Guide the next step

To keep viewers interested, use a conversational tone and maintain a steady pace. Skip the over-polished look – being genuine and keeping it brief matters more than perfection.

If you’re tackling a complex topic, break it into smaller, easy-to-watch videos. This approach keeps your audience engaged and makes the content easier to follow.

Once you’ve nailed delivering a concise message, focus on presenting it with confidence and professionalism.

4. Pay Attention to Appearance

How you present yourself and your surroundings plays a big role in how your message is received. A polished setup can make your content feel more professional and trustworthy.

Start with your recording environment. Pick a quiet spot with good lighting and minimal distractions. Facing a window can provide soft, natural light, but if that’s not an option, use a desk lamp at eye level to brighten your face evenly. Avoid backlighting, as it can create unflattering shadows.

Element Best Practices Mistakes to Avoid
Lighting Front-facing light Backlighting or shadows
Background Clean and simple Messy or distracting setup
Camera Angle Eye-level positioning Looking up or down
Framing Head and shoulders visible Too close or too far away

Your personal presentation matters too. Dress in a way that fits your audience and topic. This doesn’t always mean wearing a suit, but your outfit should align with the tone of your content. Solid colors work best on camera, as patterns can be distracting.

Body language can also make or break your connection with viewers. Lean in slightly, maintain eye contact with the camera, use natural gestures, and smile to appear approachable and engaged.

For consistency, consider creating a dedicated recording space or backdrop that you can use for all your videos. This not only reinforces your branding but also ensures a professional and cohesive look.

Props can be helpful, but keep them simple and relevant. A whiteboard or screen share can add value, but avoid cluttering your video with unnecessary items that could distract from your message.

Once your setup and appearance are in place, you’ll be ready to focus on connecting with your audience in a meaningful way.

5. Use the Right Equipment

The tools you use can greatly impact how your video messages are received. You don’t need a professional studio setup, but having the right gear ensures your message is clear, polished, and professional.

Let’s start with your camera. While modern smartphones can deliver excellent video quality, a dedicated webcam or camera capable of recording in at least 1080p resolution offers more consistent results. Make sure your camera is positioned at eye level – this might mean propping up your laptop or adjusting the mount of an external camera.

Good audio is just as important. Built-in laptop microphones often pick up too much background noise and sound hollow. A USB condenser microphone is a solid choice for beginners, while those looking for higher quality might opt for an XLR mic paired with an audio interface. If you’re using a webcam, it’s fine for most needs, but a DSLR or mirrorless camera can take your video quality to the next level.

Lighting also plays a key role. Position your light source slightly above and in front of you for even, flattering lighting. Natural light works well, but for consistent results, consider using a ring light or LED panel that provides steady illumination, no matter the time of day or weather.

If you’re recording on the go, portable tools like clip-on microphones and compact LED panels are handy. For screen recordings or software demos, use screen recording software that captures both your screen and camera feed in high quality.

Before you start recording, do a quick test of your video and sound to make sure everything is working properly. Setting up a dedicated recording space can save time and help you maintain a consistent setup.

With the right equipment in place, you’ll be ready to create engaging and professional video messages that truly connect with your audience.

6. Make It Personal

Using personalized video messages can create stronger connections in professional communication. These messages tend to be more engaging and leave a lasting impression. Plus, tailoring your message increases the chances of getting a reply or sparking interest.

Address your recipient by name and include specific details, like a recent meeting or an achievement, to show you’ve put thought into your message. Speak in a way that’s natural yet professional to strike the right balance between being relatable and polished.

"HubSpot Sales Manager Adam Rataj notes that small ‘imperfections’ in personalized videos often make them more relatable and effective" [2].

Here are two areas to focus on:

  • Visual Personalization: Use custom thumbnails or include elements like the recipient’s name, logo, or interests to catch their eye.
  • Relevant Content: Acknowledge their recent accomplishments or challenges and offer tailored solutions.

But personalization is more than just using someone’s name. It’s about showing you truly understand their specific needs and goals.

Keep track of metrics like watch times, response rates, and feedback to see what works best and adjust your approach accordingly.

Once your message feels personal and engaging, focus on keeping your audience interested all the way through.

sbb-itb-214976c

7. Keep Viewers Interested

Getting your audience to stay with you is all about keeping them engaged. Start with a strong hook that speaks directly to their needs or challenges. Short videos tend to hold attention better, so aim to deliver your key message within the first 30 seconds.

Use visual elements to keep things dynamic and reinforce your message, such as:

  • On-screen text to highlight key points
  • Relevant visuals to back up your message
  • Quick demonstrations to illustrate ideas

Switching up visuals keeps the content fresh and helps your audience stay focused. A conversational tone often works better than something overly polished – it feels more relatable. Stick to a clear structure: start with a hook, explain the value you’re offering, follow up with supporting points, and wrap up with a call to action.

Body language is a big deal. Look directly at the camera, use facial expressions to match your message, and bring energy to your delivery. If you appear disengaged, your audience will feel it too. Confidence and enthusiasm go a long way in keeping viewers interested.

Platforms like BombBomb and Vidyard can help take your engagement to the next level. They offer interactive features and analytics to track viewer behavior, like watch time and engagement rates [1]. Use these insights to refine your approach and figure out what really clicks with your audience.

The best video messages combine all these elements while staying focused on what your audience cares about. Once you’ve nailed engagement, sticking to a consistent style will make your message even more impactful.

8. Stick to a Regular Style

Keeping a consistent video style helps your audience recognize and trust your brand. It also makes your content more engaging by offering a familiar experience every time.

Here’s what to include in your style guide:

  • Visual branding: Use the same logos, colors, and professional background setup.
  • Technical setup: Maintain consistent lighting, audio quality, and equipment placement.
  • Structure: Start with an engaging hook, deliver a clear main message, support it with key points, and wrap up with a strong call to action.

Documenting your equipment placement and settings ensures every video looks and sounds the same. This creates a polished, professional feel that viewers will associate with your brand.

Your delivery style should match your brand voice. For a formal company culture, keep the tone professional. If your brand is more laid-back, a casual approach works better.

Tools like BombBomb and Vidyard can help you stick to your brand guidelines and even track how viewers interact with your videos [1]. Once you’ve nailed down a consistent style, feedback from your audience can help you fine-tune and improve.

9. Ask for Feedback

Feedback is key to spotting blind spots and improving your video messages. Regular input helps ensure your communication stays effective and connects with your audience.

Set up clear ways for viewers to share their thoughts. Use simple calls-to-action in your videos or accompanying text. Focus on gathering insights about:

  • Message clarity and engagement
  • Visual presentation
  • Technical quality (like audio, lighting, and pacing)
  • Overall impact

You can collect feedback through quick surveys, video analytics, or direct comments. Use tools like watch times and response rates to track how well your videos are performing. For example, a short request like "Click here to share your thoughts" can make it easy for viewers to respond.

Make it a habit to gather feedback, especially after you’ve made changes to your video approach. This helps you catch potential issues early and maintain high-quality content.

"Focusing on a few key performance indicators to measure the impact of changes made as a result of employee feedback has been crucial for improving video messaging adoption and effectiveness", notes BombBomb in their best practices guide [1].

Feedback not only points out areas to improve but also ensures your videos continue to resonate with your audience. Once you have actionable insights, prioritize making your videos accessible to everyone for broader reach and impact.

10. Ensure Everyone Can Access It

Making your videos accessible helps you connect with a wider audience. Start by offering transcripts or summaries for viewers who may be in sound-restricted environments, have hearing impairments, or simply prefer reading over watching.

For visuals, focus on clear design choices: use high-contrast colors, easy-to-read fonts, and a layout that avoids unnecessary clutter. These adjustments improve the viewing experience for everyone, regardless of the conditions.

Check that your videos play smoothly on:

  • Desktop computers
  • Mobile phones
  • Tablets
  • Different web browsers

Pick platforms that support accessibility features like automatic captions and high-resolution playback. Adding descriptive titles and introductory text also gives viewers useful context, increasing engagement [1].

If your audience spans multiple languages, include accurate subtitles in the necessary languages. While many platforms offer automatic captioning, it’s crucial to review and correct them to ensure they’re reliable.

Once your videos are accessible, you’ll be ready to explore tools that simplify the video creation process.

Tools to Help You Create Better Video Messages

The right tools can make creating video messages easier and improve the quality of your content. Once your videos are engaging and accessible, these platforms can simplify the process and help you deliver more polished results.

Top Video Messaging Platforms

BombBomb focuses on video messaging for customer support, offering strong personalization features [1].

Vidyard is tailored for sales and marketing teams, providing tools to track viewer engagement and improve performance [2].

Invido stands out with its business communication features, such as:

  • Screen and webcam recording
  • Custom branding options
  • Integration with email and social media
  • Compatibility across different devices

Features That Matter

These platforms serve a range of needs, from personalized sales outreach to branded marketing campaigns and customer support. They also offer analytics to help you understand viewer behavior and refine your strategies.

Here are some key features to consider:

  • High-quality recording tools
  • Branding customization
  • Analytics and tracking capabilities
  • Easy sharing options
  • Integration with your existing workflow

Select a platform that fits your team’s needs, budget, and branding goals. With the right tools, you can create video messages that connect with your audience and drive results.

Conclusion

Creating professional video messages requires a mix of technical know-how and a personal touch. With 66% of viewers watching videos to the end if they’re under 60 seconds [2], keeping things short and engaging is key.

Two main factors influence the success of your video messages:

  • Technical Quality: Using the right equipment and tools like BombBomb or Vidyard helps ensure your message is clear and polished.
  • Content and Accessibility: Craft your message with a clear structure – start with an introduction, deliver your main points, and end with a call-to-action. Don’t forget to include captions and transcripts to make your videos accessible to everyone.

Tools like BombBomb and Vidyard simplify the process by offering features for personalization, analytics, and accessibility.

Video messaging gets better with practice. By applying these strategies, tracking engagement, and gathering feedback, you can create videos that truly connect with your audience and strengthen your professional relationships.

FAQs

How do you make a good video message?

Creating an effective video message involves a few key steps. Start with a clear introduction, focus on a single idea throughout, and wrap up with a strong call-to-action. Use quality equipment – a good microphone, camera, and a quiet, well-lit setting can make a big difference. Always test your setup before hitting record.

Tips for Better Engagement

Element Recommendation
Length Keep it under 60 seconds
Personalization Mention the recipient’s name and context
Visual Presentation Maintain eye contact and smile
Accessibility Include transcripts or summaries

Short videos (under 60 seconds) are more likely to hold attention. Adding a personal touch, like referencing recent events or company updates, can make your message more engaging. Use tools like BombBomb or Vidyard to track viewer analytics and improve future videos.

Related Blog Posts

Close More Deals

Invido helps you build trust and authority with your prospects through asynchronous video messaging.

Latest Articles

Scroll to Top