6.2 How to Make the Meeting Work Without Audiovisual

If you do not have access to a projector or screen to share a computer, you can do it the old fashion way: Print out the agenda and distribute it to the team.
When you have a presentation to give, and do not have access to audiovisual equipment, a tri-fold summary is useful to the team. The tri-fold printed material is excellent for a summarization or description of the company, often given to perspective clients explaining what the business does.

If the audiovisual is not present, you can print the slides of a presentation into a book or binder. You can give this to the team or perspective clients to follow through the presentation.

When you have printed material, be sure you know how many people are attending the meeting so you can produce the correct amount. Always print up a few extras, just in case someone extra shows up and needs a copy.

6.3 Everything Does Not Need to Be in PowerPoint

Sometimes PowerPoint is not available to create a presentation for the meeting. Use MS Word and make a simple document with bulleted points in it.
A short bulleted Word document is ideal for informal meetings. Just displaying a short agenda that people can follow along is sufficient.

When you are doing short, bulleted Word documents, you are not wasting extra time pulling in a formal presentation. This saves quite a bit of time to focus on the core work.

When developing a short, informal agenda or topic list, keep the list short to bulleted points. Do not create long run-on sentences that people have to read.

Do not create long paragraphs of material (a short story) that members need to look at. This will cause them to lose focus and attention quickly on what you are trying to communicate.

Here is an example of an informal, short MS Word meeting presentation:

[Informal Meeting Example]

[Pick the date]

9 a.m. - 9:30 a.m.

Meeting called by Team Leader

Attendees: [Attendee list]

Please read: [Reading list]

Location: Conference Room A

9 a.m. - 9:10 a.m.	Task 1 - informal training Get informal training on agenda.	Notes
9:10 a.m. - 9:20 a.m.	Task 2 - informal presentations Present template for informal presentations.	Notes
9:20 a.m. - 9:30 a.m.	Task 3 - Communication Show short words and bulleted points to view. Show how quickly the meeting will run.	Notes

Round Table:
[Add any additional instructions, comments, or directions in this section.]

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