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Smart & Easy Software Tips, Tricks & Techniques
October 2005 - Issue 13, Volume 2
Publisher: Dawn Bjork Buzbee mailto:Dawn@SoftwarePro.com
The Software Pro (tm), Microsoft Certified Office Expert
http://www.SoftwarePro.com

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IN THIS ISSUE - PowerPoint Pre-Presentation Checklist
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1. MANAGE YOUR SCREEN
2. CHECK ALL CONNECTIONS
3. PREPARE FOR EQUIPMENT GLITCHES
4. MANAGE YOUR WARDROBE

It happened again last week shortly after the presentation began--a pop-up screen appeared in front of the slide show as the presenter was speaking. Not only was the audience distracted, but so was the speaker who needed to step off of the stage to close the offending window on their laptop.

What went wrong?

Let's assume that you are ready to present a well-organized, informative PowerPoint (or other) presentation. You know your topic and have rehearsed and choreographed your delivery. You arrive early to the meeting room and your laptop is connected to the projector.

What else do you need to do to remove unnecessary distractions so that your audience can focus on your message?

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1. MANAGE YOUR SCREEN
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Now that most hotels and meeting rooms have wireless access, your laptop may try to connect to the wireless network at the worst time-in the middle of your presentation. Or, your anti-virus program pop-ups to remind you that it is time to renew your subscription.

Add these tips to your presentation checklist:

* Turn off your screen saver or increase the number of minutes before the screen saver engages.
* Turn off or remove your wireless card or connection.
* Temporarily disable any programs with alarms or reminders such as Outlook, ACT, and others and don't ignore subscription reminders.
* Turn off the power save mode on your laptop (found under Control Panel) to avoid sending your computer into hibernation during a long break.
* Hide the mouse pointer with [Ctrl] + H; unhide with [Ctrl] + A (think A for arrow). Hiding the pointer keeps it from bouncing around the screen if your mouse is bumped or accidentally engaged.

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2. CHECK ALL CONNECTIONS
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During your setup for the presentation, check your connections:

* Is the computer AC adaptor securely attached to your laptop AND is the power supply or power strip turned on? A common presentation error is not realizing that you are running on battery until your laptop shuts down.
* Screw in all cables including the VGA connection between your computer and the projector.

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3. PREPARE FOR EQUIPMENT GLITCHES
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Prepare for the worst and equipment problems are much easier to handle:

* Do you have spare batteries for your remote?
* Get acquainted with the projector and any quirks it may have such as shutting down when it overheats or turning blue after an hour. Yes-these things happen but they are easier to manage when you aren't surprised.
* Do you have a backup digital and hard copy of your presentation in the event that your laptop doesn't work and you need to switch to a different computer? I once arrived for a day-long seminar only to find out that the training materials had never been copied even after confirming several times. Fortunately, I had a backup printout available that was rushed to the hotel business center.

For a more detailed presentation equipment checklist, visit:
http://www.SoftwarePro.com/tips/handouts.htm#powerpoint

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4. MANAGE YOUR WARDROBE
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Finally, don't be the source of distractions; check your appearance before you start a presentation:

* Remove conference/seminar name badges and other distracting (and noisy) apparel such as necklaces and bracelets that can interfere with microphones.
* Especially for men--remove loose change and other items from your pockets to help resist those nervous habits.
* Especially for women--keep accessories to a minimum and save that flowing fashion scarf for another day.

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Although perfect presentations may not be possible, your next presentation can be much more successful when you avoid these common distractions.

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Please pass this along to others who may appreciate it!
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Geek Speak Becomes People Friendly (tm)

Dawn Bjork Buzbee
The Software Pro (tm)
11675 Bent Oaks Street, Suite 200
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(303) 699-6868, Fax (303) 766-0886
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