Uh … I have a few slides to show you … just a second, where is that share button … okay, here we go. Just a sec, oh right, show from beginning. Here we go ….
Have you attended an online meeting where the presenter said at least some of that out loud? Or have you been that person? Having a little trouble futzing with the technology is perfectly understandable when you’re just getting started, but eventually you want to grow beyond that.
One technique I am working to perfect is to just speak for a moment or two (with my face on screen, rather than my slides). As I speak a specific line of my introduction, I start the slides without fumbling.
Here is what I have learned by trial and error.
- Put your slides in “presentation mode” ahead of time, before you actually share them. In PowerPoint, you go to the row of buttons under Slide Show and click “From Beginning.”
- Leave the slides warmed up and ready to go as you enter the Zoom meeting and await your turn to speak.
- As the time in the meeting for you to speak approaches, find the green Share button at the bottom of the screen and click on it. For the speaking technique I discuss above (just talk first, then add slides), you do not actually want to start the screen share yet — that will not happen until you click the blue Share button within the dialog box.
- With the screen control dialog displayed, select the screen that you want to share. The presentation mode view of your slides will be one of the options you can select. Leaving the dialog box open will block part of the screen Zoom screen (as shown above), but you can move it around as necessary to see what you need to see. (More important, you’re getting ready for your own time on camera).
- Begin speaking when you are introduced. Hover your mouse over that blue Share button. At the exact right moment in your speech, click the button in the dialog box. Your slides will appear on screen, and you can begin advancing through them.
You can skip or modify steps, depending on the nature of your speech. If you prefer to have your slides displayed from the beginning of when you start speaking, it still helps to have everything queued up and ready to go before you start speaking.
With a little modification, you ought to be able to apply the same basic concepts to presenting in other online meeting environments such as GoToMeeting or Microsoft Teams.
Note that if you select a specific application, such as your PowerPoint, but then switch to showing a web page or other application, the audience will still be seeing your original selection. If you are going to be switching between applications, it is better to select the full screen view. Just leave your slides, or whatever application you want the audience to see first, as the last application displayed before you entered Zoom. When you start screen sharing, the Zoom screen disappears (expect for the thumbnails and controls in the margin of the page), leaving the last application viewed as the subject of your screen share.
Keeping it Simple
While this is advice I don’t always follow, the “keep it simple, stupid” (KISS) principle is probably best, when possible. If you just take it step-by-step, the plan I outline above will help you be a little more of a smooth operator online.