... so, the KonMari cleaning for digital assets continues!

Ever since I went to university, I've been thinking about writing more in a public manner. Finally pulled the trigger in 2016 after years of deliberating. Here's a post I found that I'd written an entire draft for back in August of 2013.

I enjoyed reading this because it offered me an interesting look into how I've developed concepts and workflows since then. Sharing this in all of its original glory because it's rather funny and still pretty relevant!

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This post is an ongoing attempt to create a universal checklist for the preparation of presentations. Note that I am assuming that the presentation deck and demo product are already complete after considering objective, available time, time of day, audience, and so on. This checklist is a combination of actions and reminders with some definitions included after the checklist.

As it stands, this checklist seems a bit unwieldy so there will be making adjustments as lessons are learned through its use or when improved structures are thought of. I am thinking there may be too many ideas here, so I will further break this checklist down if it better serves the user.

This checklist is a mixture of past experience/training, personal research, and internal resources I've accessed of Avanade and Accenture. Please keep this internal as some of the content may be proprietary :)

If you have suggestions and comments from reading this post or having used the checklist, I’d love your feedback!

 

Posted July 21, 2013

Change log:

• July 21, 2013 by Joshua Tiong - posted

• July 21, 2013 by Joshua Tiong - comment: I’m seeing this list grow to cover too many areas and may be better suited in a document rather than a post. Will explore in private as time permits J

 

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Environment (advance prep):

• Is it possible to visit and test the environment? If not, do they have room plans and/or detailed photos?

• Plan how room will be organized – know availability of different types of furniture (are tables round, rectangular, desk, etc.)

• Know of accessible parking for ease of equipment unloading if required.

• Find out how audio-visual sound settings are controlled, take note of preferred settings before presentation

• Noise level of presentation area

• Availability of outlets in room and their accessibility

• How lighting is set up (on/off only, have dimmers) and where switches are located

• Visibility of presentation from all angles, whether sunlight will affect this

• Find out how to adjust temperature

 

Audience:

• Send agenda to key stakeholders with at least 24 hours’ notice, 48 preferably (include in meeting invitation)

• Agenda should highlight key topics, stakeholders, and mandatory attendees

 

Assets:

• Presentation:

• Slide deck can play through smoothly

• All media files, web links are tested and preloaded

• Verify that projector and machine are compatible

• Check for availability of on-site technicians

• Nice-to-have equipment:

• Extension cables

• Spare parts such as batteries, projector bulbs

• Parking Lot (flip chart, white board, multiple coloured thick markers, and erasers as required)

 

With Demonstration:

• Primary & backup machine are both preloaded

• Demo media runs through functionally

 

Environment (on-the-day prep):

• Room organized to presenter's schematics

• Remove distracting objects from the room if it will detract from the presentation

• Primary machine in presentation mode (Windows Mobility Center)

• Test readability from back/side of room for speaker and presentation aids

• Test audio sound quality and projection

• Power supply for all equipment (laptop, mouse, clicker, projector, etc.)

• Tape down loose cables

• Adjust temperature according to group size (lower if larger group, smaller room, and so on) before presentation for audience comfort

• Have someone assist you if switches are difficult to access

 

Presenter(s):

• Dress/appearance of presenting team

• Cell phones are off, silent, and put away

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Some definitions for the checklist:

• Audience: all those who will be in attendance of the presentation.

• Key stakeholders: people who are responsible for some part of the presentation, decisions as a result of the presentation, (a.k.a. mandatory attendees)

• Equipment: audio-visual equipment of which responsibility must be determined between presenter(s) and host facilities

• Assets: those materials which are prepared by the presenters such as presentation file, media files, demo product, adapters, mouse, and clicker.

• Environment: those objects which are generally restricted to the facilities such as size and location of room, tables, chairs, temperature control, light switches, placement and number of outlets, internet connection

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Photo by Kane Reinholdtsen on Unsplash