Strategies and Tips from a Global Pro

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Published on June 15, 2007

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BDD205 : Presentation Strategies and Tips from a Global Pro—Updated for Web Conferencing:  BDD205 : Presentation Strategies and Tips from a Global Pro—Updated for Web Conferencing Mark A. Roosevelt VP Sales, Prominic.NET Founder andamp; CEO, Roosevelt Associates, Inc. Introduction: Credentials:  Introduction: Credentials 12 years of speaking experience Speak mostly about technology Have spoken all over the world Audiences range in size from 6 to over 1000 At last two Lotuspheres, spoke about giving presentations Planning, Preparation and Practice. Planning: Know Your…:  Planning: Know Your… Self—style, ego, sense of humor Goals and key talking points Audience, its culture Equipment Venue—facilities layout, strengths and weaknesses. Preparation:  Preparation Have a backup plan for all technology Create your own handouts or get burned Everything adds or detracts: motion, fonts, color, graphics Bad things happen: presenter, equipment, electricity, venue, audience. Practice:  Practice 'Practice makes perfect' 'Timing is everything' Everything sounds better in your head that it does coming out of your mouth Learn your content—don’t read the bullets Detect and correct distracting phrases or gestures Get comfortable with your equipment Save the best for last. Secret Bonus Tips!:  Secret Bonus Tips! You know more than everyone else Life is a presentation Any human interaction 'Formal' presentations (delivered in person) are the easiest and most effective Web conferencing is NOT an in person presentation over the Internet. In Person vs. Web Conference:  In Person vs. Web Conference In Person vs. Web Conference:  In Person vs. Web Conference * Or hands-on via video Planning, Preparation and Practice for the Web:  Planning, Preparation and Practice for the Web Venue -andgt; Screen Equipment (projector) -andgt; Internet Adjust accordingly: Web Conference is NOT a live presentation over the Web Exploit the medium and its advantages In Person -andgt; Web: What you lose… Physical presence of speaker Gestures, nuances of speaker Reactions of the audience: faces, laughter, yawns Focus of audience’s attention Audience member interactions Handling of physical objects 'Electricity' Cell phones, fire drills and other distractions. Web Conferencing Advantages: What You Gain:  Web Conferencing Advantages: What You Gain Lower expectations Ability to reach broader audience Multiple presenters from different locations (without travel) Polling (organized) Whiteboarding (that everyone can see) Total control over interactivity—mute all attendees Substantial cost savings (no travel) No giveaways required! Customers, close your eyes and ears for a moment Sametime Extranet is practically free to Partners ($32,000 value!) Version 7.5 is worth the $800 to $2,000 annual package fee all by itself. The Presentation So Far:  The Presentation So Far Started with traditional presentation via laptop displaying presentation through a projector Switched to presentation as seen by Sametime meeting attendee via Application Sharing (still on a projector for audience’s benefit) Internet Sametime Server Demo Laptops Lotusphere Wireless Network Join the Sametime 7.5 Live Demonstration:  Join the Sametime 7.5 Live Demonstration To join the live demo (if you haven’t already): Connect to the Internet via the Lotusphere wireless network Open IE 5.5 or 6.0, or Firefox 1.5+ Go to www.bdd205.net Disable pop-up blockers on this site Select 'Attend a Meeting' Select the 'Attend' button next to today’s meeting Provide your name and the meeting password (1234) Sametime 7.5:  Sametime 7.5 Slide14:  Slide15:  Sametime 7.5 Technical Details:  Sametime 7.5 Technical Details Sametime Server: Windows 2003 Server Standard Edition Ports: 'Administer the server' link Sametime Meeting Center (client) IE 5.5, 6.0 (not 7.0) IE 6.0 after 7.0 uninstall does not work IE 7.0 can administer server and manage meetings but cannot attend them Firefox 1.0.4, 1.5, 2.0 Firefox cannot administer server Web Conferencing Presenter Tips:  Web Conferencing Presenter Tips Using IBM Lotus Sametime 7.5 Tip #1: Attend Your Presentation:  Tip #1: Attend Your Presentation Second computer on your desk logged in as an attendee Are you still presenting? Screen lag Who’s on video, what is (s)he doing? Tip #2: Adjust Screen:  Tip #2: Adjust Screen 1024x768 resolution if screen showing a PowerPoint via Application Sharing Exception: Slide show resolution setting in PowerPoint 1400x1050 desktop Switches to 1024x768 for PPT show 16-bit color 32-bit color on a 1024x768 screen = 1.5 MB extra data to broadcast Tip #3: Design Your Presentation for Sharing:  Tip #3: Design Your Presentation for Sharing Use Sametime Application Sharing Upload Slides Upload Print Capture Tip #4: PowerPoint Application Sharing:  Tip #4: PowerPoint Application Sharing Advantages: Animations, video, sound, etc. – can take advantage of all PowerPoint features No worries about formatting, graphics Can use PPT annotation tools Disadvantages: Transitions can be slower, choppier Doesn’t always fit on an attendee’s screen unless planned for Use Sametime Application Sharing Tip #4: PowerPoint Application Sharing Options:  Tip #4: PowerPoint Application Sharing Options Full screen Attendees can View / Maximize their view of the content and float their video window Present in a Window Content is smaller but still fully functional Tip #4: PowerPoint Application Sharing Options:  andgt; ST 7.5 SLIDES Tip #4: PowerPoint Application Sharing Options Full screen Attendees can View / Maximize their view of the content and float video Present in a Window Content is smaller but still fully functional Presenter View Presenter can read quotes, etc. from Notes section Tip #5: Upload Your PowerPoint Slides:  Tip #5: Upload Your PowerPoint Slides Advantages: Faster loads, transitions Content auto-sized to fit Meeting Room view on each attendee’s PC Can keep both slides and an application share open and jump between them easily Allows Sametime annotation Disadvantages: No animation Builds built the 'hard' way Conversion from native format to Sametime 'slides' format can produce some ugly results unless rules followed Copy your slides to the server and translate them into Sametime format before the presentation Tip #5: Upload Your Slides, part 2:  Tip #5: Upload Your Slides, part 2 Rules: 100 or fewer slides per presentation Shorter headings Safe (web) colors: #2E4893 -andgt; #333399 Background andamp; other gradients that fill vertically Fonts on the server Graphics: need a whole ‘nother slide… Tip #5: Upload Your Slides, part 3:  Tip #5: Upload Your Slides, part 3 Graphics Rules: 8-bit (256 colors) JPEGs or GIFs No BMPs No graphics that have been copied to Clipboard No 'linked' graphics; embed instead No animated graphics; they won’t animate Uploads: The Good, The Bad and The Ugly:  Uploads: The Good, The Bad and The Ugly Sample Presentations Siemens Training c. 2000 Openet Marketing c. 2003 IT Project Rollout (Anonymous) Lotusphere 2007 andgt; PPT TO SCREEN Slide28:  Slide29:  Slide30:  Slide31:  Slide32:  Slide33:  Slide34:  Slide35:  Slide36:  Slide37:  Slide38:  andgt; ST 7.5 SLIDES Slide39:  Slide40:  Slide41:  Slide42:  BONUS TIP: Spontaneity Through Polls:  BONUS TIP: Spontaneity Through Polls Informal 'Show of Hands' Formal Poll Create a poll Send it out Share results Limitations on Polls Co-presenter. andgt; ST 7.5 CAPTURE BONUS TIP: Spontaneity Through Polls:  BONUS TIP: Spontaneity Through Polls Informal 'Show of Hands' Formal Poll Create a poll Send it out Share results Limitations on Polls Co-presenter. andgt; ST 7.5 CAPTURE Tip #6: Use “Captured” Content:  Tip #6: Use 'Captured' Content Adobe(R) Acrobat Portable Document Format, versions 2.1, 3.0 - 7.0 (PDF) Bitmap (BMP) CCITT TIFF Groups 3 andamp; 4, versions thru 6 (TIF) CompuServe Graphics Interchange Format (GIF) Computer Graphics Metafile (CGM) Hypertext Markup Language HTML (HTM, HTML)\ JPEG (JPEG, JPG, JPE) Lotus Ami Pro (R) and AMI Professional, versions through 3.1 (SAM) Lotus PIC and PICT Graphics (PIC) Lotus (R) 1-2-3 (R) 3.0, 4.0, 5.0. 6.x, R9 (WK*, 123) Lotus (R) 1-2-3 (R) 97 and 98, R9 (123) Lotus R) 1-2-3 for Macintosh (R) Lotus (R) 1-2-3 for OS/2, versions through 2.0 (WG2) Lotus (R) Freelance Graphics for OS/2, thru 2.0 (PRS) Lotus(R) Freelance Graphics for Windows (R), versions through 9.6 (PRE, PRZ) Lotus (R) Word Pro 96/97, R9, text only (LWP) Microsoft(R) Excel for Windows (R), versions 2.2 through 2003 (XLS) Microsoft (R) PowerPoint(R) for Windows (R), versions 3.0 through 2003 (PPT) Open Document File (ODF) OpenOffice Calc, versions 1.1, 2.0 (text only) (SDC) OpenOffice Impress, versions 1.1, 2.0 (text only) (SDD) OpenOffice Writer, versions 1.1, 2.0 (text only) (SXW) Paintbrush/DCX (multi-page PCX) (PCX) PICT and PICT2 Bitmaps Graphics (PCT) Portable Network Graphics (PNG) Revisable Form Text (RFT) Rich Text Format (RTF) Sametime (R) Print Capture File (FST) Sametime (R) Whiteboard (SWB) StarOffice Calc versions 5.2, 6.x, 7.x, and 8.0 (text only) StarOffice Impress 5.2, 6.x, 7.x and 8.0 (text only) StarOffice Writer 5.2, 6.x, 7.x and 8.0 (text only) Tagged Image File Format (TIFF, TIF, EPS) Text file (ASCII) (TXT, BAT, INI) Windows Metafile Graphic (WMF) WordPerfect for Macintosh (R), versions 1.02 thru 3.0 WordPerfect for Windows (R), versions thru 12.0 (WPD) WordPerfect Graphics versions 2.0, 7 and 10 (WPG, WPG2) Tip #6: Lotus Sametime Print Capture:  Tip #6: Lotus Sametime Print Capture Download from any Sametime 7.5 server Install as a printer driver Print from application to .FST (For SameTime) file Upload .FST file before or during meeting Has its own quirks, but think of it as the same as uploading a PowerPoint andgt; ST 7.5 SLIDES Tip #7: Sending a Web Page vs. Application Sharing:  Tip #7: Sending a Web Page vs. Application Sharing Sending a Web Page Pushes page to attendees Opens new window Subsequent pages replace previous in same window Attendees can navigate elsewhere until new page pushed Presenter cannot change window contents except to push another page Tip #7: Sending a Web Page vs. Application Sharing:  Tip #7: Sending a Web Page vs. Application Sharing Application Sharing As mentioned with PowerPoint earlier Since you are attending as well, can suggest 'Full Screen' mode if needed Much better solution for co-browsing the Internet What is shared does not impact audio broadcast Unless a child window, non-shared apps display as gray box Letting Others Present Tips #8-: Audio/Video:  Tips #8-: Audio/Video Two participants: video shows each other Three+ participants: video follows the audio Muting microphone mutes application audio Microphone audio is 'faster' than speaker video Video IS NOT streaming video. Summary:  Summary Some rules apply to good presenting regardless of the medium Web conferencing is not an in-person presentation delivered over the Internet Both have their advantages; understand and exploit them Sametime 7.5 is a no-brainer for IBM Business Partners and a wise choice for customers. Related Sessions::  Related Sessions: ID304: IBM Lotus Sametime Web Conferencing Deep Dive Tuesday, 23 January at 1:30PM, Dolphin, S. Hemisphere IV-V Thursday, 25 January at 11:15AM, Dolphin, S. Hemisphere IV-V BDD205 : Thank You For Attending!:  BDD205 : Thank You For Attending! Please do not forget… Complete and hand in an evaluation form Session BDD205 on Monday at 1:00PM – send your friends! Go to www.bdd205.net/slides to download the complete presentation. Slide53: 

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