Educational Guide: Perfecting Presentations
Right Expectation
Too often, inexperienced presenters go into a meeting without a clear idea of the results they can reasonably expect. The most common mistake in this area is to load up a presentation with too much information for the time allotted. I have often seen presenters with only 15 minutes to get their point across show up with 30 or more PowerPoint slides crammed with bullet points. As a result, they rush through the presentation, speeding up toward the end, and sometimes don't even get to their "closing" slides. The solution is obvious:
- Be realistic about how much information can be covered in a given time-frame;
- Identify the most important points at the start and recap them at the end;
- Conduct a timed rehearsal to ensure the smooth and complete delivery of your presentation.
Most audiences will be hard pressed to remember more than six to eight points from any given presentation. Cutting down the number of slides, and leaving enough time to focus on your key points will improve the impact and effectiveness of virtually any presentation. It's also useful to manage audience expectations by stating clearly, right at the beginning, the scope of your presentation. That way, your audience will know what to expect, and won't be disappointed if you don't cover everything under the sun.
Right Preparation
Once you know what you need to communicate, how much time you'll have, and to whom you will be presenting, you are ready to customize your presentation for maximum impact. It's easy to cut down (or add to) the number of slides in your show using the Slide Sorter View in PowerPoint or other programs. Reducing the number of slides is often a good idea, as is reducing the number and detail of bullet points within each slide. The audience usually doesn't need to know everything you do about the topic, and, in any case, the slides are not your presentation-you are.
Right-Brained Software
New software applications can add lots of impact to your presentations. For those who want more visual freedom, Apple has created Keynote. It's a $99 presentation program for OS X that offers a degree of style only dreamed of by most PowerPoint users. Keynote provides easy creative control over graphs, tables, and even 3-D effects and transitions. The program's unique dual monitor support let's you simultaneously view your presentation notes on a laptop while projecting your slides on the big screen. Breeze, a new high-end program/service from Macromedia, makes it a breeze to publish large numbers of PowerPoint presentations and training programs on the Web-complete with animations and synchronized narration. Complex technical presentations can be prepared with Deneba's powerful cross-platform illustration program Canvas 8, and presented with virtually any Windows machine with the new, free Canvas Viewer.
But perhaps the most important aspect of preparation is rehearsal. It has been said that "timing is everything," and nothing improves the delivery and timing of a presentation more than practice. A timed rehearsal is best, ensuring that you can comfortably fit all your material into the allotted time. It's also useful to practice with the actual equipment you are going to use for the big show-to avoid user-interface glitches that can easily throw the best presentation off track.
The Right Tools
An important part of preparing for a successful presentation is making sure that you'll have the right tools for the job at hand. In the past, choosing the right projector required compromises related to brightness, weight, features, and, of course, price. Recent advances in projector technology have produced a new class of powerful, lightweight projectors making it much easier to find the perfect projector at a reasonable price. With 1500 to 2000 ANSI lumens of output, these units are bright enough for use in a large meeting room, but portable enough for easy travel. Sony's SuperLite projectors, for example, provide exceptional power and advanced functionality. The VPL-CS5 ($2,299) offers native SVGA resolution with 1800 ANSI lumens of brightness, along with features such as automatic keystone (image shape) correction. Sony's VPL-CX5 ($3,699) delivers 2000 ANSI Lumens of native XGA presentation power, and adds Memory Stick operation for presentations that you can deliver without a PC. Both of these quiet, stylish machines weigh in at just about 5 lbs.
Canon, another heavy-hitter in the professional video and AV field, has recently introduced the LV-5200. It's a native SVGA portable projector with 1700 ANSI lumens of brightness, and a very sharp Canon motorized zoom lens. This 9.5-lb. sub-$2,500 unit accepts a wide range of input signals including hi-res DVI-I signals from the latest generation of laptop computers.
Connected Projecting
Network connectivity has also made projectors more user-friendly. Multiple presenters can even access these machines from their WiFi-enabled (802.11b) laptops during a single meeting. Top networked projectors include the 4.4-lb. Epson PowerLite 735c that delivers 2000 ANSI lumens, NEC's 6.8-lb. model LT-260 that outputs 2100 ANSI lumens, and the super-smart Sony VPLFX-51, which can generate an auditorium-filling brightness of 5200 ANSI lumens.
Digital Light Processing
New DLP Technology from Texas Instruments has raised the bar in the performance expected from portable projectors. Major manufacturers such as NEC, BenQ, and Toshiba have leveraged this new American technology to produce compact projectors designed for superior brightness, color reproduction, and durability. Many of these versatile projectors, including the BenQ PB8220, and the smaller InFocus X1, are ideal for both business and home media room applications.
The typically high contrast ratio and brightness of DLP-based projectors make them good choices for both PowerPoint presentations in marginal environments (e.g., conference rooms without screens or with uncontrolled ambient light), and for DVD playback where maximum shadow detail is a key factor. The HDTV-compatible BenQ PB8220, for example, delivers a boardroom filling 2200 ANSI lumens of brightness, and its 2000:1 contrast ratio is more than five times as broad as the typical projector of just a few years ago.
True Value
The price/performance ratio of DLP-based and other projectors has continued to improve at a rapid pace. This year, we crossed the magic dollar-per-lumen threshold for the first time, and the end is not yet in sight. The new VT460 from NEC illustrates this trend in a dramatic fashion. It's a DLP-based portable (6.6 lbs.) native SVGA projector, offering 1500 ANSI lumens of brightness-enough for virtually any conference room application, for about $1,200.
For the road warrior, DLP technology now makes possible durable ultralight projectors that won't break the bank. XGA units weighing less than 3 lbs., with a high-contrast output of more than 1000 ANSI lumens are available from a number of manufacturers. Good examples of this upgraded class of economy superlights are Optoma's EZPro 735 and Boxlight's XD-2m, both selling for less than $3,000.
With just a little preparation and a realistic set of expectations, the current crop of great creative software and cost-effective projectors makes it easier than ever to produce and deliver picture perfect presentations.
Sidebar: Getting Up to Speed
For an enjoyable, up-to-the-minute crash course on presentation technologies and related applications, consider a visit to InfoComm 2003 in Orlando, Florida, from May 31 to June 6. The world's oldest and largest professional multimedia technology trade show and conference includes extensive exhibits by every major vendor of projectors and other presentation tools. This year's theme is "Evolving the Art of Communication," and the 175 conference sessions and keynotes include a Projection Summit (with a panel discussion of Projector Reliability issues), and sessions on Display Technology Basics, Calculating True Cost of Ownership, the Fundamentals of e-Learning, and Putting Presentations Online. For more information, contact the International Communications Industries Association at 800-659-7469, or go to www.infocomm.org.
Sidebar: Sony SuperLite? Projectors
Sony SuperLite Projectors are extremely small and lightweight, and provide the very latest in projector technologies-from a new super-high aperture liquid crystal panel and newly developed ultra-bright lamp for sharp, clear images, to a Memory Stick? slot for PC-less presentations. Choose from easy-to-carry, uniquely-styled projectors weighing in at just over 5 lbs., and packed with features such as digital keystone correction, 4X digital zoom, and a built-in scan converter that accepts composite video, component video, and RGB video, as well as PC signals up to SXGA. Plus, each model features an advanced air-discharge system for super-quiet operation.
Act Now! Purchase a VPL-CS5 or VPL-CX5 between April 1, 2003, and June 30, 2003, and receive a $100 rebate or spare lamp at no additional charge!
For complete terms and conditions, visit www.sony.com/superlite. © 2003 Sony Electronics Inc. Sony, Memory Stick and SuperLite are trademarks of Sony. Features and specifications are subject to change without notice.
Sidebar: Genuine Canon Optics LCD Projector Line Expands
Genuine Canon optics, a wide projection range, and 1700 ANSI lumens highlight Canon's new LV-5200, a cost-effective, ultraportable SVGA projector. Featuring a best-in-class 1.5X motorized zoom, complete connectivity, and extremely quiet operation, the Canon LV-5200 makes memorable presentations possible anywhere, even in tight spaces.
It has a remarkable short-throw distance enabling 100-inch projections at only 10.4 feet, for crisp, "large screen" imagery even in small rooms. Canon's long history of lens expertise ensures low image distortion and enhanced color fidelity for classrooms, business meetings, home theater, and beyond.
Enhanced connectivity is what puts the Canon LV-5200 at the center of a wide range of presentation setups. Multiple interfaces include a DVI-I terminal and an analog input/output port that links easily to laptops, Visualizers, DVD players, VCRs, video-game consoles, external monitors, and more. The LV-5200 is also ideal for presenting high-quality content created on Canon DV camcorders and digital cameras.
For purchase information and specs on Canon projectors, please visit www.canonprojectors.com.
Sidebar: The High-Powered BenQ 8220
Power, delivery and performance...all are key factors in making an impact.BenQ offers you the presentation tools to make the impact you want. The BenQ PB8220 is a powerful and lightweight digital projector that can be used for both business and home theater applications. The PB8220 supports the latest in DLP? technology and comes with a host of amazing features including 2200 ANSI lumens and an ultrabright 2000:1 contrast ratio that provides astonishing video quality.
BenQ is a leading manufacturer of digital lifestyle devices. Our commitment to deliver the best in product and service is unmatched for all your presentation needs, and is backed by a full three-year warranty and one-year Xpress Xchange service program.
BenQ helps you exceed expectations. For more information, call1-866-700-2367 or visit www.BenQ.com.
