Preparing & Testing
Your Technology

Introduction

This section will cover setting up your technology for a great presentation. Even a great presentation can be challenged by technical issues. Checking your technology in advance can help minimize some of those issues.

What Is On This Page?

Setting Up Equipment for In-Person Presentations

In-person presentations often involve technology and you may not have a say in what is available to you. You may have a projector and computer showing your visual aids to your audience, or you may be presenting in a hi-flex space with multiple cameras and microphones and an audience attending in-person and virtually. Anticipating and preparing for various situations will help you navigate technical issues with ease.

Check the Tech

If you can, check out the space for yourself so you know what technology is in the room you are presenting in.

Can you bring your own laptop or is there a computer already there? If you are using tech like a microphone or smart pointer, will you be able to connect them? How do you project to the screen? etc.

Accessing Your Content

How will you access your presentation? 

Options include: emailing the file to yourself, a USB drive, Google Drive/OneDrive, using the file directly from your computer, or your instructor may ask you to email it to them. It is always best to prepare multiple methods of access, just in case.

Compatibility

Confirm your presentation will work with the technology. You do not want to use software or hardware that is incompatible. 

For example, do not use Apple’s Keynote if you will be using a PC. Browser-based tools such as Google Slides, Canva, Kahoot, Mentimeter, and Prezi are good bets as they do not rely on installed software.

Lighting

Check the lighting. 

Will any windows in the space impact your presentation, making it difficult to read? Will people in the back of the room be able to read/see everything on the screens because of overhead lights? Are you able to turn the lights down or close the blinds?

Setting Up Equipment for Online Presentations

Cameras

Try to position your camera at eye level. This will allow for a good camera angle that shows your entire face. You can use a riser or stand or can use sturdy objects like books or boxes. If using a phone or tablet, a tripod or stand may help keep your camera steady. Be sure that whatever you use is stable, so your camera or device does not shift or fall.

It may feel more natural to look at your screen or keyboard, but looking directly at the camera will give you the opportunity to make eye contact with your audience. Rehearsing your presentation will help, so you can feel confident and will not need to spend as much time reading from notes or off the screen.

Lighting

Natural Light

Natural light coming in through a window can be very effective. Avoid sitting directly in front of a window, as it may make you harder to see. Having a light shining from in front of you or from an angle can be more flattering.

Lamps

If your room does not have windows or other sources of natural light, you can use lamps. You can try turning your desk lamp so it faces an opposing wall to bounce light onto your face.

Watch

When you are on a Zoom call you rarely have access to great lighting. How do you make the most of your dim at-home environs? In this video, a professional video producer will show you some easy lighting tips at home. (From video description)

Space and Background

Clean Background

Avoid having a cluttered background behind you. The ideal is to find a solid background to film in front of, but if that's not possible make sure the area behind you is neat. You may wish to close any doors behind you.

Digital Backgrounds

Some video conferencing software will allow you to change your background to a digital image. If you do change your background, make sure it's appropriate for the tone of your presentation and not distracting.

Quiet Space

Try to limit background noise during your presentation. This may mean turning off or moving away from fans or muting your devices.

Watch

This video touches briefly on backgrounds and your environment, among other things like standing, rehearsing, dressing for success, and thinking about your support materials.


Microphones

Your microphone is key to your online presentation, so you need to make sure it is working as intended ahead of time.
Here is what to consider when it comes to your mic:

Use an External Microphone

The built-in microphone on your computer may pick up other sounds in the room. Consider using an external mic, like a headset, to give a clearer sound. 

Microphone Position

If possible, position your microphone near but not too close to your mouth. With a headset aim to have the microphone slightly above or below your mouth.

Test Your Microphone

Test with another person or record yourself to make sure your voice is coming through on your microphone. Video conferencing software will often have an audio test feature, or may allow you to record your session to test for sound quality.

If you do use an external microphone, check that your video conferencing software is using it over your computer’s internal microphone.

Tip!

Slow network? It is good practice to introduce yourself to the audience with your camera on, but if you are in a situation with a slow network connection you may need to have your camera off for some of your presentation. 

Start with your camera on, then let your audience know you will be turning it off for the duration of your presentation to help keep things running smoothly.

Testing Video Conferencing Software

Testing your technology not only ensures that your presentation will go smoothly, but it also provides you an opportunity to run through your presentation and to familiarize yourself with the technology. Whenever possible, use the same technology and software that you intend to use during your presentation and test well before your presentation date. Just like in any rehearsal, you may want to recruit a colleague or friend to help you with the testing and to offer feedback.

Generally, when testing you should run through your whole presentation. A good idea is to make an inventory of the technology and features you intend to use. Ask yourself:

Answering these questions will help you frame your presentation and provide you with a checklist of things you will need to test for.

Testing, Testing!

Here are some common things you will want to test before your online presentation. Click to learn more.

Is your mic picking up your voice clearly?

If you are using an external microphone, it is a good idea to make sure that your web conferencing software is setup to use your external microphone instead of any internal microphones.

Is your camera positioned properly?

Notice where your camera is positioned. Raise your camera (or laptop) to eye level for a presentation.

Is your virtual background working?

Deciding to use a virtual background can be a big timesaver. Keep in mind that lighting, your choice of clothing, and camera position can affect how well a virtual background works.

Are you able to share your screen (and audio)?

If you are sharing something that includes audio (like a YouTube video), do you know how to enable system audio when sharing your screen?

Are you familiar with the presentation features in the software you will be using?

Although presentation features are generally similar across video teleconferencing platforms, it is a good idea to familiarize yourself with navigating your presentation software so you can quickly activate the features when intended.

Do you require closed captioning during your video?

Closed captioning can help your audience follow along your presentation. Are you aware of how to enable and disable this feature?

More Technology Tips

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