BDD205 : Presentation Strategies and Tips from a Global Pro—Updated for Web Conferencing

1. BDD205 : Presentation Strategies and Tips from a Global Pro—Updated for Web Conferencing Mark A. Roosevelt VP Sales, Prominic.NETFounder & CEO, Roosevelt Associates, Inc.

2. 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.

3. Planning: Know Your… • Self—style, ego, sense of humor • Goals and key talking points • Audience, its culture • Equipment • Venue—facilities layout, strengths and weaknesses.

4. 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.

5. 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.

6. 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.

7. In Person vs. Web Conference

8. In Person vs. Web Conference * Or hands-on via video

9. Planning, Preparation and Practice for the Web • Venue -> Screen • Equipment (projector) -> Internet • Adjust accordingly: • Web Conference is NOT a live presentation over the Web • Exploit the medium and its advantages • In Person -> 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.

10. 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.

11. Sametime 7.5

14. 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

15. Web Conferencing Presenter Tips Using IBM Lotus Sametime 7.5

16. 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?

17. 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

18. Tip #3: Design Your Presentation for Sharing • Use Sametime Application Sharing • Upload Slides • Upload Print Capture

19. 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 Tip #4: PowerPoint Application Sharing Use Sametime Application Sharing

20. Tip #4: PowerPoint Application Sharing Options • Full screenAttendees can View / Maximize their view of the content and float their video window • Present in a WindowContent is smaller but still fully functional

21. Tip #4: PowerPoint Application Sharing Options • Full screenAttendees can View / Maximize their view of the content and float video • Present in a WindowContent is smaller but still fully functional • Presenter ViewPresenter can read quotes, etc. from Notes section > ST 7.5 SLIDES

22. 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 Tip #5: Upload Your PowerPoint Slides Copy your slides to the server and translate them into Sametime format before the presentation

23. Tip #5: Upload Your Slides, part 2 Rules: • 100 or fewer slides per presentation • Shorter headings • Safe (web) colors: #2E4893 -> #333399 • Background & other gradients that fill vertically • Fonts on the server • Graphics: need a whole ‘nother slide…

24. 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

25. Uploads: The Good, The Bad and The Ugly Sample Presentations • Siemens Training c. 2000 • Openet Marketing c. 2003 • IT Project Rollout (Anonymous) • Lotusphere 2007 > PPT TO SCREEN

36. > ST 7.5 SLIDES

41. BONUS TIP: Spontaneity Through Polls • Informal “Show of Hands” • Formal Poll • Create a poll • Send it out • Share results • Limitations on Polls • Co-presenter. > ST 7.5 CAPTURE

42. BONUS TIP: Spontaneity Through Polls • Informal “Show of Hands” • Formal Poll • Create a poll • Send it out • Share results • Limitations on Polls • Co-presenter. > ST 7.5 CAPTURE

43. Adobe(R) Acrobat Portable Document Format, versions 2.1, 3.0 - 7.0 (PDF) Bitmap (BMP) CCITT TIFF Groups 3 & 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: Use “Captured” Content

44. 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 > ST 7.5 SLIDES

45. 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

46. 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

47. 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.

48. 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.

49. Related Sessions: ID304: IBM Lotus Sametime Web Conferencing Deep DiveTuesday, 23 January at 1:30PM, Dolphin, S. Hemisphere IV-VThursday, 25 January at 11:15AM, Dolphin, S. Hemisphere IV-V

50. 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 thecomplete presentation.