Description
This article provides some steps to take when making a presentation that may help avoid technology mishaps.
Explanation/Steps
- When communicating with an external speaker, include the main IT contact on the email chain. This would be the technician for the building where the presentation is taking place.
- Set the date and time, and reserve meeting place.
- Confirm the meeting date, time, and place with all on the email chain.
- Does the presentation have sound and require backup speakers, or microphone? Inform the main IT contact of any technical needs.
- Is the presentation saved in multiple formats and on multiple storage sources (PDF, Keynote, PowerPoint) and easily accessible?
- Are the correct (or multiple) adaptor cords available to sync up with the screens or computers at the location?
- Is a projector or screen being brought in by the presenter? Inform the main IT contact of any technical needs.
- Can the presentation be accessed through email, file hosting site, or USB? The presenter is responsible for testing all equipment and software, before the actual meeting occurs.
- Is the necessary software downloaded on the equipment that will be used? Inform the main IT contact of any technical needs.
- Finally, test the setup. From the machine that is planned to be used during the presentation, open the presentation, run through it, and test all the different types of files including video, sound, and graphics. Work with the IT contact to troubleshoot any issues with the files.
For additional information or questions, please put in a Help Desk ticket.