That'll show 'em

Home Office Computing, March, 1998 by Bonny Georgia

Whether your audience consists of two or 20, these three presentation setups will help you get your message out loud and clear

Two minutes before the sales meeting and you've got all the wrong symptoms: racing heart, sweaty palms, shaky hands, cotton mouth, and shortness of breath. If you'd rather walk barefoot over broken glass than speak before a live audience, you're in good company. According to the Book of Lists, people fear public speaking above all things-even death. Thankfully, the right combination of preparation and presentation tools will help you speak with confidence. To help you deliver the perfect presentation, we've compiled a list of digital devices and disaster-proofing products suitable for audiences of fewer than 10 people, between 11 and 20 people, and 20 people or more. We also provide expert advice and suggestions for jazzing up your speech, packing up your presentation, and backing up your files for safekeeping.

The Intimate Gathering

Fewer than 10 people

When speaking informally to one or two people, a notebook is often enough, but crowding five or more around a PC isn't exactly professional. Instead, plug in your external speakers and enhance your display with an available 17-inch monitor or your own lightweight flat-panel monitor like the 4-inch Samsung SyncMaster 400TFT (for prices and contact information on all products in this article, see "Where to Buy"). At less than eight pounds, the SyncMaster offers 14 full inches of screen space and multimedia speakers built into the base. Alternative LCD panel: Viewsonic VPA 138.

No monitor available? Pair your PC with an on-location television using a scan converter such as the Umax MaxMedia TV/Pro H Plus, which turns the VGA-compatible signals from your notebook into standard NTSC signals the TV can understand. A 640-by-480-pixel display is closest to TV resolution, so design your presentation at that size for the best results.

JAZZ IT UP No one likes to sit through a steady stream of pie charts and bullet points, so adding sound and video elements to your presentation is worth the time and effort. Some of our favorite life-injecting tools include Lotus ScreenCam, a screen-recording tool that records every mouse click and motion on your desktop, then plays them back with captions and sound. Animations draw attention to your message, but use them judiciously. Rick Clements, president of Tualatin Achievers, a Toastmasters group in Tualatin, Oregon, once watched a speaker using an LCD panel with an animated figure in the corner of the display. "It started out as distracting, and by the end of his presentation, it was annoying," Clements recalls.

Another way to punch up your PowerPoint slides is by adding customized videoclips with IMSI's Lumiere, a software suite that'll let you combine and edit your existing video, sound, and still pictures. For extra impact, add one of the 1,700 musical scores and sound bites from Cambium Sound Choice.

The Midsize Meeting

11 to 20 people

Holding attention at client briefings or training seminars is difficult if your audience can't see the slides you're talking about. Transparencies and an overhead projector are fine for static information, but if you don't want to lose important audio or video elements, combine the overhead projector with an LCD projection panel from 3M. And remember to keep your subject well-lit: "Overhead projector bulbs are expensive and have a notorious habit of burning out," cautions Bill Hodges, president of Hodges Seminars International in Fairborn, Ohio. "Always request that extra bulbs be made available." Alternative LCD projection panel: Sharp LCD Projection Panel.

For times when a boardroom meeting becomes an interactive brainstorming session, an electronic whiteboard easily captures ideas on the fly. Unlike paper flip charts, which require frantic notetaking and an assistant to transcribe, the two-by-three-foot Micro Touch Ibid 100 connects directly to your PC and saves every pen stroke automatically. After the meeting, follow up by printing, e-mailing, or faxing important notes to attendees.

PACK IT UP If traveling is on your agenda, an optional easel and carrying case are available for the Ibid whiteboard, and a soft-sided carrying case will protect the 3M LCD panel. When you fly, checking electronics as luggage puts them at risk of loss, theft, or damage, so ship your gear ahead via a courier service like FedEx or UPS, or pack them carefully and carry them on board with you.

For presentations on the go, a roomy notebook case will help to ease the transitions. The 11-by-13-by-2.5-inch Deluxe Universal Case from Targus has enough space to accommodate your batteries, AC adapter, and external disk drives, in addition to your notebook.

Keep your LCD projector protected from thumps and bumps in transit using a matching hard-sided shipping case. Another helpful option is a portable display screen.

The Full House

20 or more people

If you have to travel to deliver frequent presentations to groups of more than 20 people, you might consider investing in your own portable LCD projector. Without a doubt, this is the device of choice for presenting to large audiences at offsite locations. The NEC MT810 projects SVGA images up to 300 inches wide (measured diagonally), includes built-in stereo speakers for conference-room sound, and offers audio-out for external speakers. For added flexibility, you can project images directly from a VCR and manipulate both PC and projector functions via an infrared remote control. Alternative projector: Viewsonic PJL802 ViewBook.