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The Three Stages of Rehearsing
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Before you present, you need to rehearse your presentation until you are thoroughly familiar with it You should know your presentation so well that you almost have it memorized, but not well enough that you can repeat it by rote Practice delivering your presentation in three stages The first stage is to talk through the presentation in front of your computer You can look directly at your slides, which is OK for a first run Repeat this step a couple of times Next, attach your mike to your computer and use PowerPoint s narration feature to record what you have practiced saying, going through the entire presentation (See 10 for details) Now, sit back and run through the presentation again, just listening to the presentation How was the tone Did you speak too fast or slow Were you clear You are sure to find room for improvement Make adjustments and go through the cycle of practicing, recording, and listening until you are happy with the results The second stage is to run through the presentation using the equipment (laptop, projector, and so on) you will use when you actually deliver the slide show New elements at this stage are becoming comfortable with the equipment, talking without looking directly at the slides for more than a second, and standing up, even walking around a bit, while you talk You should practice your opening remarks, when you will turn the lights up and down (if at all), how you will start and end the presentation (for example, opening and closing remarks; ending with a final slide or black screen), answering questions, and so on A great idea is to rehearse in front of a real person to get feedback If you can videotape yourself, do so Just like narration lets you listen to how you sound, video lets you see how you look as you present The final stage is to run through your presentation in the actual physical environment you plan to use, if possible (If you are presenting in-house, you can combine stages two and three) If you will use a projector and screen, set them up and use them Where will you stand Check out the view from the last seat Can you read the smallest text Learn everything you can about the room where the lights and thermostat are, where to get more chairs, where the outlets are, and so on Once you have completed these steps, you will be well rehearsed and ready for anything! The confidence you have gained from being prepared will shine through
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died, your projector conked out, or your remote controller stopped working Practice your backup plan, too Here are some musts:
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Always have printed handouts or overhead transparencies for the worst-case
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scenario no electricity, a dead computer, and so on
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Make sure you have a regular mouse if your remote controller doesn t work or gets lost Always carry at least one spare bulb for your projector If you are traveling, call ahead to see which equipment is available locally
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CHAPTER 14: Prepare to Deliver Your Presentation
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Create Slide Show Variations
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Sometimes you want to vary a presentation If you present a slide show more than once for different audiences, you can hide a slide in your presentation that isn t suitable for a specific situation You must hide the slide in advance, so you need to think ahead To hide a slide, select the slide you want to hide and choose Slide Show | Hide Slide In Slide Sorter view, select the slide and click the Hide Slide button, shown here
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Create a Custom Show
You can create a presentation that includes slides for more than one situation You can then specify which slides you will use for one situation and which ones you will use for another These variations are called custom shows Let s say you are giving a presentation on a new employee benefit package but the packages vary slightly for two different groups of employees You can create slides appropriate for each group and include them all in the presentation Then you create custom shows that present only the slides you need Often, you start with a set of slides that are common to both groups When the presentation must diverge, you jump to the custom show Another use for a custom show is to allow for more than one possible response from your audience You could include some slides with more details if you find out at the last minute that your audience is more sophisticated than you expected To create a custom show, you must first create all the possible slides you will need The variations should be together in a group so you can jump around as little as possible Choose Slide Show | Custom Shows and then click New in the Custom Shows dialog box to open the Define Custom Show dialog box, shown in Figure 14-4 In the Slide Show Name text box, name the custom show Select the slides for the custom show from the Slides in Presentation list and click Add to move them to the Slides in Custom Show list To select a contiguous group of slides, click the first slide in the group, press SHIFT, and click the last group To select a noncontiguous group
FIGURE 14-4
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