SMJ Solutions

Presentation Pointers

November 27th, 2005

Presentations in a conference room with a projector are not just for executives and board members any more. Laptops and projectors are commonly used for a wide range of presentations and meetings, so it is imperative to learn proper protocol to lead such a meeting.

Whether it is a software demo, a PowerPoint presentation, or an online meeting, there are several guidelines to follow:

1. Set up early

Nothing will erase credibility faster than watching someone struggle setting up for a presentation. “If he can’t figure out how to hook up a projector, how is he an expert on [Insert Topic Here]?” Arrive early (probably 20-30 minutes early if you’re unfamiliar with the equipment) and be ready to go when the first person arrives.

2. Avoid distractions

The audience will be tempted enough, so don’t provide any additional distractions. Here are a few common distractions which can totally kill (the bad way) a presentation:

• Email

Outlook 2003 has a desktop alert activated by default which pops up the subject and the first few lines of each message you receive. I was in a meeting once where I spent most of my time being distracted by the emails the presenter was receiving. At one point, one with a very personal subject line popped up and I had to hold back my laughter. Be safe and simply turn off your email during the presentation — it can wait.

• Power settings

Laptops usually have default timers to shut off the screen or go to standby mode after a period of inactivity. Make sure you change those setting on your laptop when leading a presentation. In the same meeting with the email snafus, the presenter had several open discussions with the group. During each conversation, his laptop went to standby mode. (Yes, that meeting inspired this article)

• Messaging clients

Having an IM client running during a presentation is just asking for trouble. Any friend or family member may decide to send you an instant message on any number of embarrassing (and potentially career-threatening) topics. Be safe and make sure to turn off any instant messaging programs.

• Other

Simply be aware of the things that may be displayed during your presentation. If you accidentally minimize the main window, should the group really see the picture of you in your bathing suit from your last vacation? Do you have a shortcut to your Death Rock Music folder on your desktop? Do you have any other programs which occasionally send pop-up notifications? Clean up and turn anything off that you don’t want shown on the projector screen.

3. Use dual screen

Although this is a little more advanced and doesn’t apply to all types of presentations, using the projector as a second monitor can be a very useful technique. Windows XP supports dual monitors by default, but you may have to tweak your video card settings to pull this off right. If properly done, this technique can really help your presentation.

Following these simple guidelines won’t make you a great presenter. You will need to master your message, voice characteristics, body language and many other factors to deliver a polished presentation, but at least you won’t look like a total rookie.

Entry Filed under: Hardware, Software

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