2938 words
Why use electronic presentations?
Recently, presentations shown through a computer have become the rage. Just
like anything, there are pros and cons to doing it.
I've been using electronic presentations since 1993. I was one of the first
among my professional colleagues to make the switch. Here's why.
A large part of my income is from making presentations. I wanted a presentation
tool that was high quality, could be changed instantly, and would be stimulating
for my audience. Although slides were high quality, they didn't offer the speed
of change that I wanted. Overheads were easily changed, but in a room of 500,
they lost some of the impact I wanted. So electronic presentations seemed the
perfect solution. Here's why I moved to electronic presentations.
o Keeps your audiences stimulated
The ability to have interesting transitions between visuals, have words and
objects "fly in," play video or sound clips, all contribute to audiences
staying with you. Unfortunately, no matter how interesting your material, or
how good a speaker you are, people's minds drift. We all need ways to keep them
coming back to us.
o Higher quality than many visuals used in presentations
Presentations are rife with poor visuals, too-small lettering, crammed charts-you've
seen them all, haven't you? So have I. Presentation software offers templates
so that even those who are taste-impaired can produce attractive visuals easily.
o Instantly adaptable
Does this ever happen to you: You were told you have 30 minutes to speak, but
10 minutes before it's your turn, you're told you only have 20. What to do?
Talk faster? Skip the last slides? Don't spend as much time on each one?
Unfortunately, this scenario happens to me often. Now, I can easily look at
my visuals, move them around, and eliminate some.
And something I really love is being able to quickly create a slide and add
a quote from a previous speaker that day, or even one of the audience members.
Some software allows you to have a "hidden slide" which you prepare beforehand and insert in your presentation, but only access if that issue comes up. If you don't get asked the question, you skip right by it and no one even knows you skipped it!
o Easily reusable
Another thing I love is being able to reuse the visuals I've created. Now, of
course, you could reuse overheads and slides, but what if you want to change
something small, like the title? With electronic visuals you can reuse most
of the visual, and easily change the title. The real beauty of this is the next
point-
o Once you have the software and hardware, there's no additional hard cost
With overheads and slides, there is a cost each time the visual is printed.
Even with black and white overheads there is still a cost, even if it's small.
But with electronic presentations there is NO cost! Zip. Nada. Nothing. You
can change anything you want, as many times as you want, and there's no output
cost!
o Helps increase your credibility and status
I've seen data on how visuals help increase your credibility. I don't know the
statistics, but I believe electronic presentations increase your credibility
even more. Your audience members perceive you as current. I believe they give
your information more weight.
What are the downsides?
As with most everything in our lives, there are pros and cons. Let's look at
what could be the cons of electronic presentations.
o Initial cost
Of course, you have costs. You need a computer to run your presentation, the
software, some way to project the images, and the time to learn how to use everything
so it runs smoothly.
o Hardware
You (or your organization) probably already own a computer that will work for
electronic presentations. I find a laptop computer works great, and I've seen
people use a desktop model. Obviously, the latter is bulkier so more trouble
to move around. Since I make my presentations all over the country, I use my
laptop. If you work for an organization that has you make presentations at many
sites, you could take your presentation on a diskette, a Zip disk, a CD-ROM,
or you could carry a hard drive with you.
To project your visuals you'll need to connect the computer to an LCD panel, projector, or TV. If your presentation is for only a handful of people, you could even show your visuals on a large computer monitor.
o Software
There are many easy-to-use software programs for presentations. Ask around and
see what your colleagues are using, what they like about it and what they don't
like.
o Learning curve
Learning anything new takes some time. The software programs now available seem
pretty straightforward and easy to use. But to speed your learning curve, I'd
suggest you take a class. Then you can learn shortcuts that you might have to
dig far to find in the manual.
o Equipment doesn't always work
I've been told that there are people who make electronic presentations and never
have equipment malfunction. This is not my experience. Since I make my living
making presentations, it's important that I always look smooth and professional.
For that reason, I always carry a set of bare bones back up overheads (not the whole set of visuals). You could have back up slides, instead. If the visual is important to enhance what I'm discussing, then I carry it with me.
I also get in the room early to make sure that we can get what I need to make it work. Often I find the connector is missing that goes from my computer to the projection unit. Now I carry my own. I also carry my own power strip extension cord so I can set up my computer where it's comfortable for me.
o You can be seduced to continually tweak.
I still wrestle with this issue. I can spend hours and hours trying to make
my visuals look better. Often, the improvements are so small no one else would
notice. So now I try to limit the amount of time I spend just to make them look
a little better.
o Traditional outputs
There are various ways you can print your visuals.
o Slides
You can take or send a diskette of your visuals to a service bureau that will
print them onto 35mm slides. Or you can send your file via modem to a service
bureau. The one we use (Imagers) will then print them overnight and FedEx them
back to you within 48 hours.
o Overheads
You have the same options as with slides. Additionally, you can print them from
a color printer, which now costs less than $500 for an adequate one. I print
my visuals on my HP DeskWriter when I don't have a color background. When the
background is color, it takes forever to print and eats up color cartridges
quickly. I've decided it's less expensive and more convenient to send my color-background
slides to a service bureau.
When I do send my overheads to the service bureau, I've found the colors to be a bit darker than what I see on the computer screen, so I purposely lighten them up before sending them via my modem.
o Handouts
You can print hard copy of visuals in various formats: one per page, 2 per page,
3 down the left side of the page so the audience can take notes on the right,
6 per page, and who knows what other formats. You can also print one visual
on the top half of the page with the bottom half with text you provide, or blank
for note taking.
o Speaker notes
For your own notes, you can print one visual on the top half of the page with
the bottom half filled with your notes.
Electronic outputs
Electronic outputs are when you don't print anything out; you show your visuals
through various methods.
o TV with encoder
An encoder (also called a scan converter) hooks from the computer to the TV.
Mine is about as big as a videotape, so it is easy to carry. By using an encoder,
it allows me to show my presentation anywhere (almost) that has a TV. (Remember
the downside I mentioned above, that the equipment doesn't always work? I was
speaking at a small manufacturing firm in Kansas and their old TV didn't have
a way for me to connect, even though we tried all the attachments I had.)
Showing your presentation on a TV is an easy, inexpensive way to have an electronic presentation. I find it works well for a group of up to 35 or so, depending on how large the TV screen is.
o LCD panel/projector
An LCD panel sits on top of an overhead projector which has a high-lumen (usually
over 4000 lumen) bulb. Although the image is much larger than that shown on
a TV, I find the visuals seem washed out, even with the lights over the screen
dimmed.
A projector allows you to show the images even larger than an LCD panel, and these don't get washed out. Projectors are either free-standing units about the size of a slide projector, or are units you may see hanging from an auditorium ceiling. It projects the image very large and with good quality.
o Video
A friend of mine attaches his VCR to his computer, and records the visual portion
of his presentation as he talks through it. That way he can move on to the next
slide with the appropriate timing. He shows it to his audiences through a VCR
and monitor or videoprojector.
I haven't tried it, but I've been tempted. It would be much easier to travel with a videotape, rather than a computer, encoder, cables and connectors. The big reason I've not done it is because I love the capacity to edit my visuals instantly.
o Diskette
Some people give their presentation visuals to others to view on their own.
They do this by passing their file via diskette or through the Internet.
If the receiver doesn't own the software, there is a small version of the program called a "player" which will allow the visuals to be seen, but not modified. If you're sending your visuals to someone, ask if they need the player.
o Photo CD-ROM
A friend has his visuals put onto a photo CD-ROM. He shows them similarly to
the other friend who has put his visuals onto video.
Tips for successful presentations
o Learn your hardware
When I first began showing my presentation visuals from my computer, I was sweating
heavily because I wasn't confident I would remember the sequence I had to go
through to make it all work.
When you are first learning, make a list of the sequence you need to go through. Don't try to remember whether your computer should be started at the beginning or end of the sequence-write it down. Write down if you have to reset anything with the software. It will make your mind more at ease, so you can focus on what you're going to say during the presentation.
o Know how to troubleshoot
If something goes wrong, you need to know how to troubleshoot. There won't always
be an audio/visual technician available, or close by. I've had trouble before,
and the technician was all the way across the convention center. It took 15
minutes before he arrived. Then if he needed a new connector, it took him another
15 minutes to return. Although I get to my presentation room early, I don't
always have that kind of time. You may not either.
o Adjust the lights
Many people think you have to have the room nearly dark to see electronic visuals.
Not so. I've found I can have the room lights at about 80% full before losing
significant quality of readability. However, you need to turn off the lights
directly over the screen whenever possible.
I've noticed I've had to darken the room slightly more when using a LCD panel vs. a projection unit. But do not be tempted to turn all the lights off. That's the kiss of death and you'll be soon interrupted by the loud snoring of your audience members!
o Always have a Plan B
You always want a back up plan, just in case the unthinkable happens. What if
the bulb burns out on your projector and the back up is burnt out too? (This
has happened to me.) What if your computer were to die while you were discussing
a key point?
Carry those back up overheads or slides I mentioned earlier. And remember, your
visuals should always augment your presentation, not be the focus of your presentation.
You should be able to do a competent job even if everything around you has failed.
o Copy presentation to disk
In case your computer does die, have a back up of your presentation on diskette.
That way you can slip the diskette into another computer and be on your way.
(I also carry a copy of my presentation software's "viewer" which
I can easily install on another computer, allowing me to show my visuals.)
I once forgot the power supply to my laptop computer. It wouldn't let me connect a projection unit without this. Luckily, I had my presentation on diskette, and I could show it with another computer.
o The audience never has to know
Whatever goes wrong, work to make it as seamless as possible. Don't tell the
audience what went wrong, if you can avoid it. I've found that they often have
no idea there was a glitch unless they're told.
o Stretch your creativity if it will enhance the presentation
There are many ways to add creative touches when building your visuals. A few
of these are:
Sound effects
Music
Animation
Video clips
Graphics
Clip art line drawing
Clip art photos
Scans
Work to make it interesting, not only for your audience, but for yourself.
Make sure you observe copyright laws before adding any of the above listed suggestions
to your presentation. There are disks of copyright free music, video clips,
sound effects, etc., available. Also, search on your online service.
o Make sure your visuals support your message
Whatever enhancements you make, be certain they support your message, and don't
detract from it. Sometimes cutesy clip art is more distracting than no graphic
because people are focusing on how dumb it looks.
o Make your lettering large
One of the biggest abuses I see with presentation visuals, is the lettering
is too small. Try out your visuals in a room similar in size to the one you'll
be presenting in. Ask someone unfamiliar with your presentation to stand in
the back of the room and say if they can easily read your visuals. If not, go
to the master page of your presentation and enlarge your lettering. My rule
of thumb is to make the smallest lettering at least 36 point.
o It's okay to change things in the moment or right before
As I mentioned before, this is one of my favorite things about electronic presentations-you
can change things right before you get up to speak.
You can quote something that was just said, or point out something that just happened.
o Don't let the technology detract from you
It's easy to get so carried away with the whiz-bang cool stuff, that your visuals
can detract from your message. I saw a presenter who used animation on every
visual. We got so focused on watching the animation, we didn't hear what he
was saying.
The same can be true for the transitions between slides. Transitions include dissolves, wipes, or other visual effects that show when changing from one visual to another. My rule-of-thumb is to use only three (or fewer) different transitions in a presentation.
Ditto for builds. A build allows you to only show part of the visual at a time. When used with an overhead, we call this the "revelation" method because only part of the visual is revealed at a time. You can discuss a point, then progress to the next point on the visual.
You could use a different kind of build on every visual. You could have some words fly in from the right, others from the left, some from the bottom, and, you guessed it, some from the top. After a while your audience members are trying to guess where the words will be coming from, rather than focusing on your message.
o Use a wireless remote
A remote-control device will help you advance your visuals seamlessly. Some
simple ones are no larger than a credit card. Others give you the ability to
bring down menu choices and other mouse-like moves. These are called wireless
or remote mouses (not mice).
Presentation program examples
o Astound-800/465-3375, www.astoundinc.com.
o SPC Harvard Graphics (DOS/Windows)
o Lotus Freelance Graphics (DOS/Windows only)-617/577-8500.
o Adobe Persuasion-206/470-7000.
o Microsoft PowerPoint-800/426-9400.
Resources:
o Remote control devices-ProPresenter, Presentation Electronics, 800/576-9281;
Mindpath Remote Control, 800/736-6830, www.mindpath.com.
o Service bureau (a company that will make slides or overheads for you from
your files)-Genigraphics, 800/790-4001.
o Encoder/scan converter-Focus Enhancements, 708/291-1616, and Umax, 510/651-4000,
www.supermac.com.
o Electronic projector-In Focus Systems, 503/685-8888, www.infs.com; nView,
804/873-1354, and Sharp, 201/529-8731, www.sharp-usa.com.
o Inside PowerPoint monthly newsletter- The Cobb Group, 800/223-8720.
o The Presentation Design Book, by Margaret Rabb, Ventana Press, $24.95.
o Presentations Magazine, 800/328-4329.
© 1996 Morgan Seminar Group
_______________________
Rebecca L. Morgan, CSP, is a dynamic speaker and seminarist. She is the author of four books, TurboTime: Maximizing Your Results Through Technology, Calming Upset Customers, Life's Lessons: Insights and Information for a Richer Life, and Professional Selling. For information on her speaking services, books, and tapes contact her at 1440 Newport Ave., San Jose, CA 95125, 408/998-7977, 800/247-9662, fax: 408/998-1742, rebecca@RebeccaMorgan.com, www.RebeccaMorgan.com. Please contact Rebecca for permission to reprint or repost this item.
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