President’s Message
Standing on the Shoulders of Giants
By Brian Stevens
Six times a year I offer this column to share perspective on trends, suggestions for solutions to industry issues, and to present ideas on our business future. This time, I'm reflecting on the past because in many ways, it shapes the future.
Recently, at PCMA's meeting in Toronto, several of my own mentors and heroes, including Don Freeman and Jon Tish, were honored. These men (and their fathers) are giants in our industry. Whenever I start to think that we have created smart solutions to today's business challenges – I marvel at how much courage it took the men and women who came before us to start companies and organizations without a blueprint – and I am humbled by their successes and examples.
In that same spirit, later this month at ConferenceDirect's Annual Meeting in Chicago, we will recognize new leaders in our company, acknowledge top-performing CVBs, and salute national sales achievers. And, in the hotel where he spent most of his 41 years with Hilton, we'll honor a "giant" who is no longer in our business day-to-day, but who helped shape our industry. Jim Collins will be presented with ConferenceDirect's highest honor – our Lifetime Achievement Award – for his work creating convention service as we know it today. Among other innovations too numerous to name, Jim was the first to automate a sales information system between national sales and the hotels themselves. Jim created Group Central, which was the first group 1-800 service and led so many other industry efforts with CIC, TIA, HSMAI and PCMA. Jim was also part of the early days of the PCMA Foundation, which came into being because thoughtful and insightful people wanted to leave the next generation of professionals with resources to address issues yet to come. What a legacy they leave us as the present generation.
I'm so proud of our growth at ConferenceDirect and I know that success happened because parents, bosses, associations, teachers, mentors, and friends worked behind the scenes to lead us, teach us, and support us. The old expression – “we stand on the shoulders of giants” – is apt here. As you reflect on your own giants – write a note to the person who got you your first job, gave you your first real promotion, or coached you through a period of need. It's never too late to let them know how much you appreciate their help.
ON OUR RADAR
Upcoming Industry Events
ASAE - Springtime in The Park
June 14, 2007
Washington Convention Center
HSMAI Affordable Meetings West
San Jose Convention Center
June 19-20, 2007
See You in Chicago!
ConferenceDirect's 8th Annual Partner Meeting will take place at the Chicago Hilton & Towers on February 7 & 8, 2007. ConferenceDirect books more than 4,300 meetings per year, generating more than $240 million in room revenue. More than 170 of our associates – representing more than 800 customers – will attend and collaborate with partner-companies on future business opportunities and network in casual, social settings.
To learn more, visit www.conferencedirect.com for a complete schedule and overview.
Avoiding "Death by PowerPoint"
By Corbin Ball, CSP, CMP
We have all been there – sitting through computer presentations with endless screens of boring bulleted text. As we struggle to keep our eyes open, the phrase “Death by PowerPoint” comes to mind. Of course, it is not the program that is the problem but the “poor use” of the program that causes the trouble.
As a professional speaker who speaks to up to fifty groups each year, I use computerized presentation programs in nearly every presentation I give. I have learned by trial and error what works and what doesn’t. So, if you are called to make a presentation with visuals or if you are dealing with non-professional speakers who use computer presentation programs, here are my tips for good PowerPoint use:
1. Limit the number of words on each slide:
Computer presentations should not be reading reports! Novice speakers will often fill each slide with multiple sentences out of fear of forgetting. Not only does it insult the audience to be read to, it draws the attention away from the speaker. Fifteen words should be the maximum on any slide. Only a few words or a phrase to emphasize or reinforce an idea are all that is needed.
2. Use a bold, simple and large font:
Veranda or Arial (emboldened) are recommended due to high screen legibility. Highway signs (designed for maximum visibility in cases where lives are on the line) use variations on these fonts. So should your slides. An average font size of 36 point is recommended with a minimum font size of 18 point to allow for easy reading in the back of the room. Also, keep the fonts consistent throughout the presentation and use no more than two different font types.
3. Use transitions wisely:
One can always tell a new PowerPoint user who has just discovered slide transitions as the words fly in from every direction often with more sound effects than a Star Wars movie. Speakers must keep in mind that they are the show – not what is on the screen. Transitions often distract from the message. Use the basic transitions such as a dissolve or simple cuts. Other transitions may be used to subtly indicate that it is a new topic. Slide build transitions can be used to help indicate direction (i.e. flow chart, graphs, etc.) For example, when using a line graph, a “wipe right” will subtly reinforce the direction of time helping the audience to read the graph. Judicious use of transitions should be used to help audience know where you are going, rather than distract them.
4. Avoid stock templates:
Stay away from the boring, standard background templates that come with the PowerPoint that everyone has seen. Instead, use a custom template to make your presentation look different right from the start. Many are downloadable for free from the Internet (go to www.google.com and search on the phrase: “free PowerPoint templates”). However, caution is advised. There are many terrible templates to be had! Avoid busy backgrounds or ones with hard-to-read fonts, or fonts with equal color density to the background (i.e. the worst case would be bright green letters on bright red field). The words should snap out from the background with a minimum of distractions.
5. Learn the important keyboard shortcuts:
There are many, but the two most helpful ones are the following:
The “B” Key
If the “B” key is pressed during the presentation, it will black out the screen – which is very helpful when the speaker is talking about something that in not on the screen. Screen images should always support the message. If they don’t, black out the screen and the audience will then focus more intently on the speaker. Pressing any key will restore the image.
Numerical Navigation
At times a speaker will need to move non-sequentially from one slide to another portion of the presentation. This can be accomplished seamlessly by simply entering the slide number and then pressing the “Enter” key.
6. Let the audience know where you are going:
PowerPoint is great to help audiences know where the speaker is in a program. Consider including an agenda (what will be covered); topic headers at the top of your slides; thematic clipart for each subject area; full screen titles to announce major presentation transitions; and a conclusions slide covering the key points. There is a saying in speakers circles to “tell the audience what you are going to tell them – then tell them – then tell them what you told them” will help in audience retention of the message. Computer presentations can assist greatly in this process. The more the speaker helps an audience know where he or she is going, the more they will learn.
7. Use a wireless advance mechanism:
Do not be tethered to your computer. Use a small radio-frequency wireless advance mechanism. Most models simply plug into a USB port and many have additional features such as built in laser pointers. When presenting, the speaker should never have to think about walking over to the computer or have someone else advance the slides – their full concentration can be where it should be – on the audience!
8. Use pictures and graphs:
The old adage that a picture is worth a thousand words has never been truer than with computer presentations. Pictures add interest, they reinforce themes, they can add humor, and they can show in a few seconds what it would take minutes to explain. However, avoid the stock clipart graphics so commonly used. Avoid the clichéd “screen bean” stick characters commonly seen in PowerPoint programs.
Computer presentations when used properly can substantially increase audience understanding and retention. When used improperly, they will cause eyes to roll back in heads. By using the above suggestions, your presentations will stand out and help you get your points across.
Corbin Ball is President of Corbin Ball Associates, a meetings technology consulting practice. Its website is www.corbinball.com. Used with permission of the author.
Collective Triskaidekaphobia
Where’s the 13th Floor?
People who spend a lot of time in hotels will note that the 13th floor is frequently missing from American and Canadian hotels because of age-old superstitions about the number thirteen. Floors often go from 12 to 14. However, if the 13th floor is not altogether skipped, it is a named floor and not counted in the sequence.
But how did the much-maligned number 13 come to be held in such disrepute?
To begin with, it’s an imperfect number. When a group of 13 objects is is divided into equal groups, there is always a leftover object. This may have been first noted in ancient Mesopotamia, whose Code of Hammurabi omits the number 13. In the later Viking tradition, the god Loki was thought to be the 13th deity in the Norse assemblage of deities. Christian tradition holds that Judas, the disciple who betrayed Christ, was the 13th disciple and thereafter, the number 13 was evermore cursed.
So the next time you’re in a hotel elevator – as your elevator passes from 12 to 14, overcome your momentary Triskaidekaphobia (a specific fear of the number thirteen) and appreciate our quirky and historic hotel tradition.
