8 Tips to Minimizing PowerPoint Presentation Errors

Here are 8 tips to help when presenting to an audience using Keynote or PowerPoint.  Whether you are a professional speaker, or simply doing a presentation at your local real estate board or chamber of commerce one time.  These helpful points will reduce potential snags in your presentation integration.

One of my companies, Sound Source, deals with a ton of presentations from guest speakers.  The typical scenario is one of the following:

A. Presenter brings their laptop, we connect to our projectors.
B. Presenter brings us a thumb drive about an hour before their presentation with the file on it.
C. Presenter emails us the file around midnight the night before because they were still up working on it.
D. Presenter brings an iPad in hopes that we have the proper connection to make it work.

All of these above scenarios are just recipes for failure.  Last week I received a call on our after hours line from a customer that was having issues with connecting a guest presenters laptop to their in-house video system.  This event sparked the thought process for this blog.  In this article, I give a few key suggestions and pointers on having a successful PowerPoint presentation.  One quick disclaimer though, if you are a presenter that brings their own laptop, with your own projector, with your own screen; YOU ARE GOOD TO GO!  You can skip reading this article.

So I will start with an old example that basically sums up the projected outcome of a scenario.  Think back to your old school days.  If you wait until the night before a test to "cram", the outcome will most likely be bad.  Same goes to PowerPoint presentations.  If you wait until the night before to coordinate with the AV company, or even worse, a few hours before you presentation, the results will most likely (not always, but you have a higher chance) be bad.

Point #1 - Send your Files Early
I can not stress this enough!  Just like the example of waiting until the night before to "cram", if you wait until the night before to send the files to the AV company, there are so many things that can go wrong.  Remember this, if your presentation is at 8 am, that crew is probably arriving to do their final preparations at 5:30 or 6:30 a.m.  The odds that they have internet access and the time to download and check your presentation during this time are very slim.  If you are a good presenter, you will have your slides done well in advance.  So ... coordinate with the company, find out who you need to send your slides to, and do it early.  This gives that person plenty of time to download and check your presentation.

Point #2 - Things don't always look the same on different computers
How many times have you sent a file and opened it up on another computer only to find that the fonts, background images, slide elements' placement, etc. are completely different that on your home computer?  This is because fonts, layout, background images, etc. are native to the computer that created the content.  Different versions have different settings.  So how do you avoid this?  Most versions of PowerPoint and Keynote have a "bundle package" option for saving your presentation. This puts all elements (fonts, layout, images, video files, background images) within a folder.  Then, send THIS folder to the AV company.  Here's another vital hint.  With that folder, also send either a hard copy printout, or PDF printout, of what your slides are supposed to look like.  This will help the AV company spot any differences in the appearance of your presentation when they run it on their computer.

Point #3 - What do if you are wanting to use your computer
My biggest advice here is KNOW YOUR TECHNOLOGY.  Know how to change the video settings on your computer.  Know how to differentiate and select between mirroring and extending the desktop.  Software changes rapidly.  System techs are becoming younger and younger, OR, older and older.  They may not know the version of your operating system.  Many people want to use their own computers because they claim that they know it will work.  Well, here's a little news for you, it's actually more difficult to make your computer work than providing the file in advance.  A standard corporate AV company will also provide you with a clicker to advance YOUR slides on THEIR computer.  Here's the hidden secret that you don't know.  There's a piece (which is pretty much a standard piece of equipment to own if you are in the AV industry) that is a long range slide advance tool.  It connects to the computer and works great.  It can also connect to two computers so if that company is running a backup, it can advance both computers and maintain a consistent backup source.  Furthermore, that piece has two big arrows on the front showing immediate response when you press the advance or back buttons.  If your computer drops the connection for some reason, a system tech can manually advance based on your input.  This also allows the company to "have your back" they are watching your clicks and making sure your slides are advancing properly.  These guys know what they are doing.  Do your best to help work out any bugs that you can.  Take the time to know this on your hardware so you're not relying on them to experiment and take potentially hours trying to figure it out.

Point #4 - Have the right adapters
Here's a safe rule of thumb.  Always have the correct adapters to end up with a VGA output.  VGA has been a standard in the video world for a long time.  I think it would be safe to say that 95% of AV companies are going to have the capacity to accept a VGA input.  So if you are using your own laptop, make sure you have the correct adapters to convert to VGA.  If you are using tablet, do the same, make sure you have a VGA output at the end of your chain.  Also, TEST YOUR ADAPTERS!  We see many presenters show up with their laptop and a brand new adapter still in the packaging because "This is what the store told me I needed".  Well, Apple adapters aren't always compatible with non-Apple products.  Sometimes what you thought was a video output was really a video input for the computer (this was the case in my emergency phone call last week).  So, just be prepared, bring your own adapters and check them at home.  Almost any computer monitor will have a VGA input, and many TVs as well.  You can test your device using these at home.

Point #5 - Test it the Day Before
Whether you are bringing your own presentation source or sending files to the AV company in advance, TEST IT THE DAY BEFORE.  This is your presentation at hand.  Ask yourself this question: "Will my presentation still be effective if my PowerPoint does not work".  Is your answer "no"?  Then go the day before.  Don't risk it.  You are putting your whole presentation's integrity at risk if you don't.  I'll say it again, many times on the morning of your presentation the AV company has a whole world of things that they need to do: check microphones, re-set lighting looks, convert videos, etc.  Go ahead and get your vital part out of the way the day before when there's plenty of time to troubleshoot if needed.

Point #6 - Install "Caffeine"
There are many different locations within the settings on your computer to adjust energy saving shutdown, screensaver times, automatic logout, etc.  There's a great little program called "Caffeine" that can override these settings and causing your screen saver to start, or cause your computer to go into automatic sleep mode.

Disclaimer: I am not associated with these programs, I just use them and think they are handy.

PC Version: http://download.cnet.com/Caffeine/3000-2094_4-10914397.html

Mac Version: https://itunes.apple.com/us/app/caffeine/id411246225?mt=12

Download and install this software.  It's very handy.  It installs a little picture of a coffee cup in your toolbar.  All you have to do is click on that coffee cup so it appears to be full, and your computer will stay awake.  No screen saver, no automatic logoff, no auto sleep mode, etc.  Very handy tool for presenters.

Point #7 - Understand why "It worked fine at home" and now it doesn't
Relate to point #2 for a further explanation of this.  We hear this comment almost every single time a presentation doesn't work, or looks different on our screens at a major corporate convention.  Know and understand why it doesn't look the same and do your best to avoid a scenario where you would potentially say this.  One other key thing to keep in mind here is that there are two formats for screens: widescreen (16:9) and standard (4:3) video aspect ratios.  Think of it this way: widescreen is like your new age flat panel TV.  It is wider than it is tall.  Standard aspect ratio is more square like a old tube TV.  Many AV companies still use standard format for their screens due to cost.  So check with your AV company ahead of time.  Find out what aspect ratio the screen are.  Then, either create your presentation around that aspect ratio, or have both a widescreen and standard version of your presentation.  If you don't the company will have to "scale" your presentation and stretch things, to get your slides to fill the whole screen.  Chances are if you present a good bit, you will run across both formats.

Point #8 - Final Point - Leave it to the professionals
This is a quick sum up of all my points above.  When it comes to making your presentation appear and function correctly on screens, work with the professionals at your location.  Most hotels that provide projectors have an in-house service AV company.  Most corporate conferences have a AV company that they have hired for their event.  Touch base with that company early.  Know the questions to ask.  Be prepared.  Don't "cram' the night before and expect flawless results.  It didn't work in college, it probably won't work here.  A good AV company will even have two computers running with a quick switch option in case the computer locks up or crashes.  Don't risk compromising the entire integrity of your presentation when you can easily do a little prep work and have a flawless presentation.

So there you have it.  Just a few tips on how to have a flawless presentation.  These are 100% my own thoughts and are things that I have just come across first hand by being in the industry.  I'm sure there's plenty of others, or many sites that have suggestions.  I hope you enjoy, and use these few key points to save yourself many headaches the day of your presentation.

Work the Analytics

This may be somewhat of a shocker to non-tech people, but everything online today has something called embedded tracking analytics.  What is this?

Dictionary.com defines it as:

an·a·lyt·ics

 [an-l-it-iks] 

noun ( used with a singular verb ) Logic.

the science of logical analysis.

Wikipedia.com defines it as:

Analytics is the discovery and communication of meaningful patterns in data. Especially valuable in areas rich with recorded information, analytics relies on the simultaneous application of statistics, computer programming and operations research to quantify performance. Analytics often favors data visualization to communicate insight.

Firms may commonly apply analytics to business data, to describe, predict, and improve business performance. Specifically, arenas within analytics include enterprise decision management, retail analytics, store assortment and stock-keeping unit optimization, marketing optimization and marketing mix analytics, web analytics, sales force sizing and optimization, price and promotion modeling, predictive science, credit risk analysis, and fraud analytics. Since analytics can require extensive computation (See Big Data), the algorithms and software used for analytics harness the most current methods in computer science, statistics, and mathematics.^[1]

Yes, I do realize that I am categorizing the broad spectrum of Analytics into a narrow field of study.  But pretend like I really mean "Tracking Analytics".  So what does it mean?  My short definition of it is: statistical information using hidden tracking technology.  Business and websites track virtually everything.  All of my companies websites, blogs, Twitter accounts, Facebook pages, emails, etc. have hidden analytics.  They tell us virtually everything:

• Location accessed
• Time, and date accessed
• Access method - browser, computing platform, mobile platform, etc.
• How long they were on each page
• What pages they visited
• What links they clicked on
• How they got to the page in the first place
• How many times they came back
• If they shared the link with someone else
• Etc.
• Etc.
• Etc.

Scary isn't it?  There is a world of data available with very little integration.  But here is the beauty of it, all this information can easily be translated into effective results.  It can help shape marketing material, show what is and what is not effective, show who is viewing posts and websites, and much more.  I thrive on this data.  It shows me what people really care about.  I can see real-time results on effectiveness and target audience.

Look at the picture below that shows how much information is available just on an email.  I've blocked out names, email addresses, IP addresses, and the subject line for security purposes.  But look, it even gives me the IP address where it was opened.  So if I wanted to, I could plug that IP address in and get an exact address where the email is being opened.

Too many businesses are not using this valuable (and may I add FREE) tool.  I often talk to several business owners that have no clue that this data is even available.  Jump on the bandwagon people.  If you don't know how to integrate it, hire someone who does.  We are in an information and technology age.  Use it to your advantage.  Know what is effective.  Work the analytics.  Change your websites, emails, posts, blogs, and tweets to what people are interested in.  Here is a really old picture from 2007 that shows and example of what I am talking about.  Look at how much information is available.  And again, if you know how to embed the tracking technology, it's free, real-time, and not difficult.

Picture from www.google.com

So again, get on board.  Hire someone if you need to.  Use the tools to your advantage.  Ultimately, it will help you create more effective marketing, which in turn results in more money.

Tom and Jamie - 32 years

There's something to be said for a 32nd Wedding Anniversary in today's culture.  It's sad but true.  If you want to talk about role models, then here are two of the best.  Our family has been through a lot.  I can tell you that moving is one of the most stressful times, yet these two made it though 10 moves now (including international).  This last weekend Sarah and I helped them on move #10, and even though Dad suffered from a broken rib, there was not one single argument.  That, my friends, is what relationships are all about.  I said in a post this time last year that one of my favorite sayings from my Dad was "You should always buy your wife flowers once a month.  And if you can't afford it, you should buy them twice a month".  I love this piece of advice, but what I love even more is that he didn't just say it.  Growing up I can honestly say that I don't remember a single time when there weren't flowers on the kitchen counter from my Dad.  Many of you know my Dad so you can imagine that they weren't always the prettiest, or lively flowers, but that's not what matters.  I created the collage you see above last year (of course I edited 31st to 32nd for this year).  Here is probably the most meaningful comment that a friend posted about this picture:

Thank you Miss PJ for reminding me of this.  Many of the Hampton Cover's can recall what she is talking about.  Dad was always that obnoxious guy on the diving board at the pool that would scream out "Jamie Lynn, I Love You!".  Or I can remember the time he did a bungee jump in New Zealand and the last words out of his mouth before he jumped were "Jamie Lynn, I Love You!"  Thank you Dad for the many things that you taught me and showing me what a true spark in a relationship, even after 32 years, is.

Many of you also know that my Dad's nickname should really be "Tom, the Tool Man Schuster".  Dad is the epitome of Tim Taylor from Home Improvements.  Yet, Mom has been behind him every step of the way.  We all do stupid things.  I remember the time that Dad was helping me on a DJ gig back in the day.  Long before I could even drive.  He was backing up to my 16' trailer and barely tapped the hitch with the car.  Well, that was enough to send the trailer down the incline at the end of our driveway.  Mom was working in the backyard all day, completely redoing a shrub bed.  New flowers, new shrubs, a new stone bird bath, new edging, the works.  Well guess what ... that trailer went straight through all her hard work and destroyed it.  I today's self-centered culture this act is grounds for divorce.  Nope, not my parents.  My Mom just laughed and said "typical Dad".  Thank you Mom for showing me patience, understanding, and the importance of always being a team even through tough times.

Congratulations to you both on 32 years.  Thank you for all you have done.  Thank you for all you have show me.  And thank you for being true role models!

I should be on 500 different anxiety drugs, But I'm not

Let's face it, in today's world PEOPLE ARE GOING TO TALK ABOUT YOU.  Whether they do it to your face, among your friends, behind your back, on Facebook, to your parents, or whatever manner they see fit, they are GOING to talk about you.  The more friends you have, the more business colleagues, the more employees, the more competitors, the more of everything ... the more it is going to happen.

I'll never forget about 4 months ago when I took a routine visit to a doctor's office.  One of my friends is the office manager there.  She came into the room and asked "How do you do it?".  I quickly replied "How do I do what".  She says, "I mean, my son was facing a little problem and was upset about something someone said about him.  All I could think of was you.  I told him, think about poor Matt Schuster.  If that boy believed or got upset anytime someone said something about him, he would be on Xanax, Prozac, and every other upper/make you happy medicine that can be prescribed."  I really admired what she said and appreciated it.  But the more I thought about it, the more I realized how true it really was.  I'll admit, I have a lot of connections.  Because of my position in the business world, childhood, upbringing, position on community boards, etc, I know A LOT of people.  I know many people that are in this same position.  With that comes the constant rumors, jealousy, and people trying to bring me down.  I'll reiterate ... the more people you know, the more people are going to talk about you!

So, how do you deal with it?  I personally wake up every day and have a decision to make.  Am I going to have a good day or a bad day?  As my day progresses, I have decisions with almost every step of the way.  Especially when it comes to things that happen, rumors, etc.  I ask myself: Am I going to let this ruin my day?  I can quickly tell you what the answer is.  Now, I'll admit, for a short period of time some things may bother me.  That is certainly expected.  But you have to look at the big picture of life and pick and choose what really bothers you.

What really matters in your life?  Only you can answer that.  I hear lots of motivational speakers because of my work.  I hear lots of stories of success, failure, and change.  I have also had a lot of friends that have gone through some major setbacks in life.  Most of which they could never see coming.  I have had friends and family pass away.  Just think about it this way (and yes, I will use a personal example but remove the names out of respect).  A very dear friend of the family went in to the doctor because they were having headaches.  This person went through a series of tests and in just a short period of time was told by doctors that they had less than 1 year to live.  I can't even imagine!!!  Here is someone, in their earlier 40's with children, that just had their life completely changed in a matter of seconds.  They battled this rare disease, even had to be transferred out of town and spent most of their remaining time in a hospital.  I can't even begin to describe the effect it had on my parents.  My mother even spent weeks at a time in the hospital just sitting by their bed so they wouldn't have to be alone.  Here was one of their very very best friends from the day we moved to Huntsville that was now in a constant struggle for their life.  Unfortunately they moved on to a better place and left a family behind.  This really changed my outlook on things.

You hear stories like this each and every day.  Think about that parent that never got to say goodbye to their son who's life was taken by another drunk drive after prom night.  Think about that person that had to land after a 6 hours business flight only to be met at the airport with the news that their son committed suicide.  These thoughts help me get through each day and help me shape what really is important in my life.  Each time I hear what someone has said about me, or hear thinks that I know are not true, these things pop in my head and the little things are soon forgotten.

So when times get rough, or something you hear upsets you, ask yourself: Should I really let this bother me?

Productivity: Trello

Trello should be a synonym for productivity.  If you haven't checked this out yet, you REALLY need to.  It is 100% free and can change your life, or business.  The short description of Trello is that it is a way to organize anything.  The best part, it is 100% customizable to your needs, structure, management style, etc.  It is another Cloud Based productivity tool that I place on the top of my personal favs list.

I use Trello for all of my businesses.  From Event status management, to warehouse to do, to prep status, to admin tasks.  I even use it in my personal lift for shopping lists, to do lists, etc.  It's great!

With Trello there really are no boundaries.  Every single aspect is customizable and easy.  Even non tech savvy persons can catch on quick.  It has a simple web browser interface; simple iPhone, iPad, Android apps; and mobile web browser interfaces.  Everything is stored in real time so as soon as you type something and hit enter, it's there until you delete it.

One other powerful task are the notifications.  For example, in Sound Source, we have a board called "Show Status".  Whenever someone leaves a comment or makes an update, I receive a little red notification at the top, much like a new mail message on the iPhone.  This helps create a quick way to see what people are doing and what changes are being made.  You can also have several "lists" within a "board".  Back to the Event Status example, we have different lists: To Quote, Quote Sent, Confirmed, Out, To Be Checked In.  You can simply click and drag the "card" from one list to the next as the status of the event changes.  Plus, you receive notifications for times that someone else in your organization does this.  Everything is also in real-time so if I have Trello open in my browser (this is part of my morning routine, open Trello in a tab and leave open all day), I can immediately see if the warehouse moves a card from prep to ready.

You also have the ability to invite virtually anyone.  So you can invite people in your organization, or friends, or family members and share your cards, lists, and boards.  You get to control privacy so you can just share what you want.  Even if someone is not signed up, you just enter their email address and it will send them a link to sign up.  Once they do, they will automatically be linked in the manner you established.  And let's say its an employee that you fire, you just unlink them and all your information is secure and they can no longer access it.

All in all Trello is a great, powerful, FREE tool.  Trust me.  We tried several similar applications that were much more cumbersome and difficult to learn.  Some even upwards of $150 a month.  

I am not associated with Trello, so I have no advantage of referring people or spreading the word.  I just like sharing productivity tools so that others can spend more time on things that really matter in life.

Check Trello out.  Signup for free and play around.  I promise you'll be glad you did!

Link to Trello's website

New Blog

I am starting another blog.  This one will be my personal blog featuring posts from my travels, business ventures, interesting findings, wine recommendations, productivity ideas, and more.  Be sure to stop by and check it out often.  I will try and update at least once a month, probably more though.

Here are links to my other two business blogs:

Sound Source Blog

Elite DJ Blog

Feel free to comment on any posts.  I always enjoy feedback, criticisms, and ideas for future topics.