I Need My Notes!

SALES TIP #10

Every presenter feels anxiety. One way to calm the nerves is to use speaker notes. Having your notes ensures you will hit on the important points when you are presenting without committing your presentation to memory. It's also helpful to be able to see your next slide so you can smoothly transition from one slide to the next.

The question is how to use your notes and see your next slide without your audience being aware?

If you are like most people, you have tried a myriad of options. Propping your notes up next to the computer screen. Posting them on the wall behind your computer. Positioning your iPad or laptop right below your monitor to display your notes. Or laying out index cards on your desk. Anything to help you confidently give a great presentation.

The challenge with all of these workarounds is that you break eye contact with the client every time you look away from the camera. The client sees you looking up, down, or sideways and gets the impression that you are not fully engaged with them. At the very least, you can look disorganized.

But there is a way to solve this challenge that will allow you to be fully engaged with your clients while staying on track with your notes.

PowerPoint Presenter View gives you everything you need on your screen — your current slide, your notes pages, and the next slide — while your client sees only your notes-free slide.

preparING to use Presenter View

1. Keep your notes simple.

  • Use short words or phrases instead of complete sentences. This will help you stay engaged with your client as you speak.
  • Have a word or phrase in your notes to remind you of each slide’s ONE key point.
  • Add statistics or words to your notes that will help you support the key point.
  • Make a note to pause or check-in with your client. This will prevent you from running on.

Tip: Do not write a script because you will be tempted to read it, and as good as you may be, your client will know you are reading.

2. Keep your slides simple.

  • Show only as much information on your slide as is essential for your story. When your slides are chock-full of information, your client gets trapped in the slide trying to figure it all out. When they are reading your slides, they are not listening to you.
  • Build your slides using simple animation so you can click through and speak to one chunk of information at a time.

3. Engage your audience.

  • Check-in with your client often.
  • Listen with your full attention and respond to their questions engagingly.
  • Be intentional about creating conversation flow. The more they talk, the more you will learn, and the better you can align your solutions to their challenges.

It can be difficult to feel connected to your client in a virtual meeting. Having your notes easily accessible allows you to stay on point and relaxed in the way you present your message and engage your client.

HOW TO USE Presenter View in Microsoft Teams

BEFORE the meeting begins

1. Start your meeting as you normally would. Go to the Share Content icon. This will open your share tray at the bottom of the screen.

2. Click Browse to upload your PowerPoint presentation.

3. Click Upload from my computer. This uploads your presentation to Microsoft Teams and automatically drops you into Presenter View. Your client will only see the slide that is outlined in red. You can now see your speaking notes and the upcoming slides.

Tip: Have a second device that is connected as a participant so you can test what your client will see.

4. Click Stop presenting and get ready to welcome everyone to the meeting.

DURING the meeting

1. When you are ready to share your slides, click Start presenting, and you will drop into Presenter View. The audience will only see your slide.

2. Go to your meeting controls to see the list of participants and open the chat function.

3. Share and stop sharing your screen as many times as needed during the meeting.

Reference video: How to Use NEW Presenter View in Microsoft Teams

HOW TO USE Presenter View in Zoom

BEFORE the meeting

1. Start the Zoom meeting as you normally would.

2. Open your PowerPoint presentation, click on Slide Show → Set Up Slide Show. Be sure the Show Type is set to Presented by a speaker (full screen) and be sure Presenter View is checked.

3. Now you want to go to Presenter View Preview by pressing Alt+F5 on a PC or option+return on a Mac.

4. Adjust the size of the grids to make your slide or notes as big or small as you’d like.

5. Now go back to Zoom by pressing Alt+Tab on a PC or ⌘+Tab on a Mac and select Zoom from the options.

6. Once in Zoom, click on Share Screen → Advanced tab → Portion of Screen → Share.

7. You will see a green rectangle on your screen. Adjust the size of the green rectangle to outline only the slide you want your client to see.

Tip: Have a second device that is connected as a participant so you can test what your client will see.

8. Test that your slides advance.

9. Stop sharing.

10. You are now set up. Your client will only see your slides while you see Presenter View.

DURING the meeting

1. When you are ready to show your slides, click Share Screen → Advanced tab → Portion of Screen → Share.

2. You are now in Presenter View, and the meeting attendees can only see your slide.

3. Share and stop sharing your screen as many time as you’d like during the meeting.

Zoom Reference videos:

For Windows: Using Presenter View in a Zoom Meeting (Windows)

For Mac: Using Presenter View in a Zoom Meeting (Mac)