How to Choose the Right Presentation Software Program

(Note to reader: this article is moved here from previous blog. Original Date: 2/16/2006)

What are the Variables to Consider for Selecting the Right Presentation Software Program for Your Needs

Sometimes one cannot choose the software they would like to use. For example, if you work for a corporation that has standardized on a particular platform, then your choice has been made for you. If you do have a choice, then you need to consider many variables as well as the comparative features of the software packages in order to select the best option. Consider the following variables:

The Hardware Platform (PC, MAC, desktop, laptop) Hardware Platform

Some software programs run on both PC and MAC. For example, PowerPoint runs on both platforms. Once you learn PowerPoint, you can utilize it on either platform easily. Other products such as Keynote only run on the MAC. People typically first decide about the hardware platform and that guides them in many of the decisions regarding software.

The Capacity

You will need a lot of RAM and speed. With secondary storage options have several options. What you choose depends on the environment you work in. For example, will all your files reside on the server? Then you don't need as large a hard drive on your computer. Very small devices such as flash drives are very useful to storing your files, especially if you present at remote sites. Presentation files are typically very large due to the images and charts.

Integration with Other Software

If you need to work with a spreadsheet and incorporate your data into your presentation, the most seamless integration is within the software suite of products. So if you are using Excel, then PowerPoint is the choice to pick. If you are using Lotus 123 as your spreadsheet, then your best choice is Freelance. The suite of products not only integrates seamlessly, the learning curve is shorter when you already know one of the products in the suite.

Working Collaboratively with Others

If you will be working with others, then consider using the same products to make it easier to consolidate files as long as it meets your other requirements. Also, don't incorporate old presentation files without sprucing them up with the new software features.

The Traveling Presenter

Do you typically bring your own presentation components to run your presentation or do you rely on the remote site to support you? Having your own laptop provides much more flexibility and reliability. If using the remote site's setup, check if your file is compatible. Flash drives are small storage mediums that are wonderful for traveling. They are the size of a lipstick and can hold the typical presentation file size. Some travel tips:

• Don't e-mail your presentation to a remote site unless you'll have someone to receive it and test it under the site's environment before your presentation date.
• If you backup your file and bring it with you to your remote presentation site, make sure it can be restored at that site.
• Do not forget to insert new batteries on your peripherals such as the remotes.

Presentation Hardware Peripherals (for example remote control with a laser)

Make sure you test these. Some may have compatibility issues with other components on your system. You may have to temporarily remove some background processing on your computer such as Palm's Hot Sync Manager (version 4.1) in order to use products such as an old, discontinued product for remote mouse control and effects (InFocus Mind Path FX2000 remote.)

Hand-held Computers

There are software packages that support integration with your presentation software. So if you are on the road a lot, you can reduce the need to carry your laptop. You can type your presentation and sync it up with your home computer later. One such product is Documents to Go. It supports PowerPoint files.

Best Practices: Getting Your Message Across

(Note to reader. We are transferring previous blogging entries to here. Original date: 2/16/2006)

Know Your Objectives
Presenters typically spend an enormous amount of time and effort in preparing for their presentations. This, however, does not ensure success. To make a presentation successful, you need to consider your presentation objectives. These include the following

• your presentation needs to address the expectations and needs of the audience, as described in our article Knowing Your Audience,
• show that you understand what the purpose of the presentation is in a focused manner,
• ensure that you have a good command of the material,
• identify next steps on how to move forward,
• be able to use the presentation equipment and software with ease,
• be flexible with your presentation; expect to be cut short or be asked for more details.

Audience Expectations
Understand the purpose of the presentation and don't stray off the topic. Presentations typically stray off on their own as the audience interjects their thoughts and suggestions. Maintain your focus as the discussion strays.

By understanding your audience and meeting their needs, you are enabling them to listen better to your message. Imagine presenting petty details to management when they have the bigger picture to think about and never enough time on their hands. That would be a recipe for failure.

Command of the Material
Make sure you know all the required details and background of the material you are presenting so that you can respond to questions and changed directions during the presentation. Don't expect to have the full time allotted to your presentation. Know when to skip some slides but make sure the key message is relayed.

Presentation Content, Style, Components
Variety and creativity are beneficial. Consider how the slides look visually. Sometimes presenters erroneously put all the words of their speech onto the slides. This clutter distracts the audience from listening to the presenter. It almost forces them to read your presentation rather than listen to what you have to say. It is a good way to lose your audience. Instead, have no more than a few bullets on a slide. If you are in command of your material, you won't need to write out all the details on the slides.

Practice with all the physical components to ensure things work correctly. Check out the room where you will present if you can. Make sure that the equipment and supplies you need are there or that you bring extra. Be prepared in case of malfunctions. You might consider brings a few key slides as handouts.

Make Your Presentation Understandable
One of the best ways to practice your presentation is to do it aloud in front of someone who knows very little about your work. You would be getting valuable feedback. Practicing aloud enlightens us as to how well we are prepared.

Successful Endings
At the end of your presentation, make sure that you end with a summary and next steps. This ensures that the audience will remember the key points. They will also leave your presentation feeling that you are leading everyone in the right direction and you will be considered a leader.

Best Practices: Achieving Success by Knowing Your Audience

(Note to reader: This article is being moved here from previous blog. Original date: 2/16/2006 )

How do you show leadership with your presentations?

Identify who your audience is and what their needs are before you start preparing your presentation:
What do you need to address in your presentation in order to meet the audience's expectations? Your audience may be, for example,

• your clients
• your team
• your direct management
• your senior management
• your service providers
• the auditors

Identify the considerations for the different types of audiences:

If you are presenting to your clients, consider what they need to make them more comfortable in working with you and your team. What are their key concerns? Is it their budget and your costs? Are your services helping them meet their objectives with their clients and management? What can you do to help them out with their objectives? If you identify a list of your audience's concerns at the beginning of your presentation, that will set their minds at ease. They will feel that you've acknowledged their concerns and will therefore address those issues. They will listen better to your presentation as a result.

If you are presenting to your team, your objectives may be team building, budget cuts, changes coming down the line, new procedures. Your presentation should include key items for them to focus on and key steps to move forward. Consider if you want to identify the key steps or if you want to solicit input from your team. Soliciting input has the benefit of getting your team to buy-in to the next steps.

When you are presenting to your direct management, it may be easier than presenting to senior management since you are more aware of the style of your direct manager. You can understand their priorities and frame of reference. You know whether they are detail-oriented or if they just want the bottom line. Since you may not work with your senior management as often, you might not know what to expect. Speak with your management or others who have presented to senior management so that you can better prepare yourself. If the presentation is financial, you need to show them that you have a command of the budget. You can do this by presenting both the high-level directions and by being very prepared to show and discuss the details behind the high level. Make sure you include cost-saving measures that you are implementing or pursuing, the efficiencies that you have or will implement. You want your senior management to feel confident that you are addressing their concerns and issues proactively.

If you presenting to your service provider, your presentation may be about the status of work, next steps, budget, issues. Your audience would typically allow more time for the presentation since they want to meet your needs and satisfy your concerns. Having samples to discuss in more detail would be very useful.

With auditors, presentations are typically very, very detail oriented. But never skip the high level overview to ensure that you are addressing the right issues.

Consider other items that can affect your presentation:

For a successful presentation, also plan for the following:

• how many presentations are going to be given along with yours? Try to not exhaust your audience.
• when in the day are you presenting? If it is at the end of day or before lunch, be prepared to cut your presentation short. Prepare your verbal presentation to summarize slides that are not presented.
• how much time is your presentation allotted for? That will indicate how much detail is expected. Always prepare a high level presentation, speak to the audience with the details in mind, have extra slides ready just in case. When you practice for your presentation, make sure you are fluent with where the slides are and their sequence so you can change directions quickly at presentation time. When presenters are not prepared for this, they feel letdown after their hard work. And worse, the message that they want to get across to the audience is somehow lost in the shuffle. If the message is lost, the presentation is not successful.

The results show your leadership skills:

By addressing the considerations listed above, your presentation would be addressing "what is in it for the audience?" and in turn, "what feedback do I need back from the audience?" to achieve your objectives. By summarizing the presentation and presenting 'Next Steps', you are reminding the audience of the key points of the presentation and the next steps needed to progress forward. The discussion with your audience around ‘next steps’ is critical. It will ensure the commitment or buy-in from the audience and from you as to what needs to get done. Once agreement occurs around what the next steps should be, then there can be a feeling of closure. A comfort level is felt by you and your audience that progress will continue. You leave your audience feeling that you have achieved the command of the material as well as the ability to make a successful presentation.