Blog

April 8th, 2014

Office365_Apr07_BOneNote is a popular application developed by Microsoft as part of the Office suite. As a standalone version it is available for free on various platforms, including the iPad, Mac, Windows, Android, and iOS devices. It allows users to create notes and supports inserting images, photos, web clippings, audio files, and more into files. Accessing and sharing notes is more convenient with OneNote.

If you are looking for a powerful note program, OneNote has some great features.

Access and edit notes anywhere

Windows PC, Mac, iOS, Android, and Windows Phone all support OneNote. Install the appropriate version and you can access your notebooks from any of these devices. Previous versions require that you manually sync your notebooks to make them accessible on all devices. However, with the latest version this is no longer required as your notes are automatically synced on your OneDrive. This means you can view and edit them anywhere where you have an Internet connection.

You can access notes on your mobile device that you originally created on your computer. If you have access to a computer that does not have OneNote installed you can easily find the application on the Web. If you go to OneNote’s page on the Web you can log in to the account linked with your installed versions of OneNote and use as you normally would.

Organize data in notebooks

OneNote is a great tool for organizing different data and files. You can create various notebooks that contain information on specific subjects. For instance, you could create a notebook for personal use, a notebook containing client information, etc. Each of these notebooks can then contain various sections with color coded tabs, making it easy to organize files.

This feature is helpful, especially if you are working with a large volume of data. Searching for specific information or data is also straightforward with a convenient search function. You can simply type your keyword in the search field and wait for the result. Click on your chosen result and you will be taken to that particular note.

Third party integration

The latest version of OneNote also has a new cloud API that allows third party applications to be used. This allows users to enjoy more features, as they are not just confined to the features that are native to OneNote. One of the apps that you can use is OneNote Clipper. Install this on your browser and use it to automatically save clippings from the Web in just one click.

Work on important tables

Tables are often used for creating databases or for comparing and listing data. Creating tables in OneNote 2013 is more convenient as it now allows you sort data within a table, designate header rows, as well as change the color of the cells. You can also insert an Excel spreadsheet into your notes.

Write handwritten notes

If you are using a touch capable device you can write notes or draw using a stylus or your fingers. This is especially helpful for jotting down quick notes or reminders about what to insert on a page. Circling or underlining a word or group of words is quick and easy to do.

Organized data and files are easy to access, which is vital when you need this information at your fingertips. OneNote keeps data in order so you can easily find what you need when you need it.

Find out how OneNote and other tech innovations and updates can support your business productivity. Get in touch today!

Published with permission from TechAdvisory.org. Source.

April 4th, 2014

Security_March31_BA malware infection is an attack that you do not want invading your business systems. Malicious software can often make its way on computers without your knowledge, causing various disturbances. What’s even worse, is that vital information saved on your computer or data that you access online could be stolen. Computers must have proper protection. In the event that malware infection is detected an immediate response is required.

Signs of a malware infection

Before proceeding with the steps on how to respond to malware infections, we first need to learn about the signs and symptoms of a malware infection. These include:
  • Several pop-ups appear even when not browsing the Web.
  • Unusual slowness of the computer and Internet connection.
  • System hangs or freezes.
  • Corrupted programs.
  • Antivirus is disabled.
  • E-mails sent to or from your account which you did not send.
  • High network activity, even when not using large programs or accessing huge data.
  • Redirected access to some sites.

How to respond to a malware infection

In case you experience any of these symptoms, the first thing to do is to ensure that your antivirus and antispyware program is updated. This is to make sure that they detect the latest known threats on their database. You should then run scans to see if an infection is detected. If it is, the programs usually have a way to remove the infection. You then need to follow the steps the program recommends.

If this doesn't work, disconnect the infected computer from the network to prevent the spread of the malware. Furthermore, avoid accessing the Web and using vital information such as bank account and credit card information. Let the technical department or your IT partner handle the concern since they are trained in determining and eradicating system malware infections.

Once the problem has been pinpointed, a tech specialist will go through the process of eliminating the infection. This includes backing up data on the computer and restoring the system to its original state. Depending on the extent of the infection, the computer may need to be wiped clean, or reformatted before restoring backed-up files.

After the whole process, the computer must be tested to ensure that the infection has been totally removed. Moreover, further investigation and studies must also be done to determine where the problem started, as well as to create a strategy as to how to prevent this from happening in the future.

How to prevent a malware attack

Prevention is better than a cure and this definitely applies to malware infections. It’s best to arm yourself with knowledge on how to avoid malware attacks and prevent your systems from being infected.
  1. Ensure that security protection is always updated and that you run system scans on a regular basis.
  2. Avoid downloading attachments or clicking links from unknown sites or senders.
  3. Enable firewall protection.
Malware can hugely affect business operations and the security of private information. One of the best ways to prevent this is to work with an IT partner, like us, who can help recommend and install protection systems. You might want to think about getting help in managing these solutions too, to ensure that your systems are secure at all times.

If you have questions or concerns with regards to malware prevention and resolution, feel free to call us. Our support team is always ready to help.

Published with permission from TechAdvisory.org. Source.

Topic Security
April 2nd, 2014

BusinessValue_Mar31_BHaving a website is one of the most important marketing and branding tools a business can utilize. This is largely because visitors will often judge whether they want to do business with you almost solely based off of your website. Therefore, your website needs to be designed properly and look professional. In order to achieve this you need to know about the common mistakes small businesses make when it comes to website designs.

The business value of a business website is that it creates a solid online presence and boosts your brand image and market reach. Even if your business is not Internet based, a website can be used to create a certain impression and ultimately contribute to your bottom line. The key is to make sure you create the best impression. Here are six of the most common mistakes businesses make with website design:

Mistake 1: Building for the sake of building

Websites are important and some businesses believe that they should have a website, so they go ahead and simply build one. You should first take steps to define your target market - who is it that you want and expect to visit your website.

Once you have a defined target market you can then take time to build your site for your market. For example, if the majority of your target market uses mobile devices to browse the Web you should take steps to design your site so that it is viewable on mobile devices.

You should also determine what you want visitors to do on your site. Some companies want them to click through to another site, while others want them to sign up. By defining how you want your visitors to interact you can then develop your content and design around this.

Mistake 2: Designing a website that is too busy

It can be tempting to put all of your information on one page or even have a ton of images and videos. The truth is, this can be distracting largely because once someone lands on your page, they won't know how to get around, find the information they want, or even to know what they should do next.

Busy or flashy websites with lots of animations or large amounts of text also usually don't scale all that well. So, when someone looks at your site on a mobile device they will likely find it too hard to navigate and leave, which is counter to what you are trying to achieve.

Instead, aim for a website that is simple and clean. Important information should be quick to find and read and it should be clear who you are, what you have to say, and what you want the visitor to do.

Mistake 3: Lacking call to actions

Most business related websites have a goal as to what they want visitors to do. Maybe it's download an app, call the company, or even sign make a purchase online. It is essential that you lead visitors toward what you want them to do in the most clear and concise way. The best way to do this is through a call to action. These are usually buttons at the bottom of sections or pages that motivate the user to click and follow the instructions on what to do next, be that sign up to something or get in touch.

The best calls to action stand out from the content, drawing the reader's eye and hopefully inspiring them to click. They should also be clearly written, simple, and direct. e.g., 'Call us today!' or 'Download now!'

Mistake 4: Misguided content

It may seem worthwhile to write in-depth content about your products or services but this isn't always the case. People skim read the basics on the Web and it's different than other mediums.

What you should do is condense down your content so that it only states the most important information. Tell the reader what your product or service does and provide a few of the most important benefits. What you are looking to do is develop enough interest so that visitors to your site will click on the call to action and connect with you.

If you have the time and profits, creating a more visual site where you showcase the products or show how you can help in a short video may lead to higher engagement and possibly higher customer conversions. Take a look at the popular software and service sites like Dropbox, Microsoft, and Google. The content is highly visible and simple, yet provides just enough information so the user knows what the service is and what they are expected to do.

Mistake 5: Static content

It can be tempting to invest the time to write a great website, get the content online then just leave it sitting there. The Internet changes and what might have been regarded as great website design and content a couple of years ago may not be seen in the same light today.

It is advisable to periodically update your site's design and content to reflect current trends; making it more modern. Another related aspect of your content is that you need to ensure that your content is up-to-date. If you are hosting a contest and put the information on your site, you should make sure to take it off of your site, or update it when the date passes. It looks a little unprofessional to have content that is still talking about 2012 or even 2013.

Mistake 6: Doing it yourself

The vast majority of small business owners and managers don't have in-depth Web design skills, yet are determined to build their company's website themselves. This can lead to unexpected problems or a website that doesn't meet your needs. We strongly recommend that you work with a qualified designer who can help ensure that your website is designed and built to high standards.

If you are looking to boost your website's design contact us today. We can help!

Published with permission from TechAdvisory.org. Source.

March 27th, 2014

BI_March24_BSeveral companies nowadays rely on Business Intelligence or BI tools to analyze information generated by their business. These tools are either installed on computers or cloud-based and accessible on the Web. These applications allow users to ensure that everyone is on the same path with regards to achieving their business goals. The question is, how are different departments using them?

There are various BI tools available nowadays that support small to large companies. You can find Business Intelligence tools that fit your company’s size, needs and budget. These applications can be used in different areas of the business:

Marketing Department

A marketing department is responsible for promoting a company’s products, services and brand to increase public awareness. With successful marketing, a business can attract potential clients that can be possibly turned into creating sales revenue. The company can use BI to determine which campaigns are successful or not, as the case may be. Through this, investments can be focused on those campaigns that work whilst avoiding those that have previously failed.

Sales Department

Sales managers and supervisors can also use BI to analyze successful deals, as well as those that they have lost, to see what strategies have worked. The system can also help determine which sales teams hit or exceed set goals in order to analyze what they are doing right. Moreover, this helps determine which products or services are most saleable so these can be pushed further to attain more goals.

Finance Department

BI software makes analyzing, reporting, and managing financial data more convenient. Those who are involved in the process can easily access the information they need through the system. Analysis is easier as the data is organized and accurate. Money in and money out can also be tracked with greater efficiency.

Moreover, these tools often come with features that allow users to create scenarios and determine the possible results from there. This is extremely helpful in deciding on the best action to take as the tool gives you a view of the probable outcome. The success rate is higher if forecasting using a BI tool.

Inventory

Business Intelligence also plays a vital role in inventory tracking of products, items or supplies. For instance, companies in the retail industry can track the movement of products or items from the suppliers to the warehouse and on to their delivery to clients. Any problems encountered in the process can be quickly identified so they can be fixed in time.

Items in demand can also be pinpointed, as well as low stock and overstocks. Items that are low in stock can be ordered immediately, especially if they are in demand, to ensure that the needs of clients are met. This also lets you avoid overstocking, which can be a waste of money when investment is better used for fast moving items.

These are just some of the ways businesses can use BI in their operations. If you have further questions about the topic, do not hesitate to give us a call. We’ll be more than happy to assist you.

Published with permission from TechAdvisory.org. Source.

March 26th, 2014

Office365_Mar24_BMicrosoft Office is a suite of office applications that was initially released in 1990. One of these applications included in the suite is Excel, which is a spreadsheet program that is commonly used for data management, as well as for creating graphs and tables. Did you know that the cells that make up a spreadsheet in Excel can be named for easy identification? This feature is available on all versions of Excel, including Office Web Apps and the versions that come with Office 365.

Like other spreadsheet applications, Microsoft Excel documents are based on cells that can be arranged into rows and columns. It is within these cells that data is entered when creating a worksheet for various functions including data management and computations, etc. Each cell in the spreadsheet has a corresponding name, which is identified by its column letter and row number.

For instance, the cell under column A that belongs to row 1 has the default name A1. You will see this in the name box, which is located on the upper left side of the spreadsheet, next to the formula bar. This name can actually be changed however.

Why name cells in Excel

As mentioned, the default name for each cell in an Excel spreadsheet is based on the relevant column and row. One of the reasons why you may want to change this name is to make it easier to find what you are looking for, especially when there’s a lot of information in a particular spreadsheet. For instance, if you name a particular cell 'Total', searching for this word is much faster than scrolling through the spreadsheet to find the correct cell or trying to remember its specific column and row.

This is also the case when creating formulas for computations. Instead of using the cells’ column letter and row number, it’s more convenient to use a name that you can easily understand. For example, naming one cell 'GrossIncome' and the other one 'Deductions' makes it easier for you to compute net income by subtracting Deductions from GrossIncome for the result.

Another benefit of naming cells is that it is easier for other users to understand. If you are sharing the spreadsheet or workbook with other colleagues or business associates, using cell names that are easy for everyone to identify reduces potential confusion.

How to name cells in Excel

Naming cells in Excel can be done in two ways. The first is by changing the name directly on the name box and the other one is by defining names under the Formulas menu. The difference is that when naming a cell through the define name feature of the menu you can select its specific scope.

This determines where the specific name will be recognized as having the same value, such as in the entire workbook or in a specific spreadsheet only. Changing the name in the name box will automatically determine the workbook as its scope rather than the whole spreadsheet.

Changing a cell name in the name box:

  1. Select the cell that you want to name.
  2. Go to the name box and type the name you prefer.
  3. Hit enter on your keyboard.

Defining a cell name:

  1. Select the cell that you wish to name.
  2. Click the Formulas menu.
  3. Choose Define Name.
  4. Type the name of the cell in the new window that pops up.
  5. Select the Scope.
  6. Click OK.
Remember that a cell name should not contain any spaces. The uppercase and lowercase letters R and C are also not available as cell names, since they represent column and row. Furthermore, aside from letters, the first character of a cell name can also be a backslash or an underscore. The rest can be a combination of letters, underscores, periods and numbers, which can be up to 255 characters.

If you have further questions about changing the cell name in Excel, please don’t hesitate to give us a call.

Published with permission from TechAdvisory.org. Source.

March 20th, 2014

Security_Mar17_BThe security of your computer, network and whole system is likely something that has caused moments of stress and even worry. In order to ensure that a business is secure, companies often adopt a security strategy. While these strategies are great, there is one common element that many businesses forget to carry out - the audit.

Auditing and the security security strategy

Auditing your company's security is important, the only problem business owners run across is where and what they should be auditing. The easiest way to do this is to first look at the common elements of developing security strategies.

These elements are: assess, assign, audit. When you develop a plan, or work with an IT partner to develop one, you follow the three steps above, and it may be obvious at the end. In truth however, you should be auditing at each stage of the plan. That means you first need to know what goes on in each stage.

During the assessment phase you or your IT partner will need to look at the existing security you have in place. This includes on every computer and server and also focuses on who has access to what, and what programs are being used. Doing an assessment should give you an overview of how secure your business currently is, along with any weak points that need to be improved.

The assignment phase looks at actually carrying out the changes you identified in the assessment phase. This could include adding improved security measures, deleting unused programs or even updating systems for improved security. The main goal in this phase is to ensure that your systems and networks are secure.

Auditing happens after the changes have been made and aims to ensure that your systems are actually secure and have been implemented properly. Throughout the process you will actually need to continually audit and adjust your strategy.

What exactly should be audited?

When conducting an audit, there are three factors you should focus on:
  1. The state of your security - Changing or introducing a security plan usually begins with an audit of sorts. In order to do this however, you need to know about how your security has changed in between audits. Tracking this state and how it changed in between audits allows you to more efficiently audit how your system is working now and to also implement changes easier. If you don't know how the state of your security has changed in between audits, you could risk implementing ineffective security measures or leaving older solutions open to risk.
  2. The changes made - Auditing the state of your security is important, but you should also be auditing the changes made to your systems. For example, if a new program is installed, or a new firewall is implemented, you will need to audit how well it is working before you can deem your security plan to be fully implemented. Basically, you are looking for any changes made to your system that could influence security while you are implementing a new system. If by auditing at this point, you find that security has been compromised, you will need to go back to the first step and assess why before moving forward.
  3. Who has access to what - There is a good chance that every system you have will not need to be accessed by every employee. It would be a good idea that once a security solution is in place, that you audit who has access to what systems and how often they use them. This stage of the process needs to be proactive and constantly carried out. if you find that access changes or system access needs change, it would be a good idea to adapt your the security strategy; starting with the first stage.
If you are looking for help developing a security strategy for your business, contact us today to see how our managed solutions can help.
Published with permission from TechAdvisory.org. Source.

Topic Security
March 20th, 2014

Hardware_Mar17_BConsidering how people are into the whole digital and cloud technology set up, many business owners are slowly forgetting the value of printers. Their thoughts are often completely shifted from actual paper documents, to different file extensions and online platforms. Which makes you wonder, what are the most common printer types in the offices nowadays? Which ones are mostly used?

These three printers below are the most common printers found in offices these days.

Multi Function Printers (MFP)

Multi Function Printers are also commonly known as all-in-one printers. With this type of device, your printing, scanning, faxing and photocopying needs are covered! These printers usually come in a variety of sizes with many being small enough to fit onto a small desk.

Aside from the multi function features that MFPs have, these are the common benefits that business owners can gain from this type of printer.

  • They take up less room.
  • They are usually lower in cost. Though it may seem expensive compared to the other types of printers, if you consider buying a fax machine, scanner, photocopier and a printer, you’ll find that buying an MFP is actually a lot more affordable.

Inkjet Printers

Inkjets print documents by spraying ink onto paper, and can usually produce prints with a resolution of 300dpi (dots per inch) with some actually able to print documents as high as 600dpi. This makes them ideal for printing saller images and reports.

What most business owners like about inkjet printers is the fact that they are usually affordable, making them an ideal device for businesses that just want printers. Since most offices (if not all) have computers, you’ll most likely see inkjet printers in the majority of offices. Here are some more benefits that people like about inkjet printers.

  • Fast printing speeds.
  • Can produce really high quality print.
  • Easy to use.
  • They can produce vivid colors.

Laser Printers

If there’s one very notable feature that you’ll love about laser printers, it would be the printer's capability of producing very high quality documents. In fact, laser printers can produce copies with a resolution of 600 dpi - 1200 dpi.

One of the main differences that laser printers have is the fact that they use toner (colored or black powder) instead of the inks that are used in most other printers.

Laser printers offer users many enticing benefits including:

  • Very high resolution.
  • Fast results.
  • High volume printing.
  • No smears at all.

What type of printer should my business get?

If you are looking for a new printer, it can be a little confusing as to which you should get. If you don't have a scanner or fax machine, it would be a good idea to look into a Multi Function Printer. Looking to print smaller or shorter documents or only occasionally? An Inkjet would probably be a better choice. If you need to print on a regular basis, or print in mass quantities a laser printer could be the best choice.

With all the types of printers available in the market, choosing a specific printer to use in your office can be quite confusing. If you need help in choosing which printer to go for, then give us a call and we’ll give you our expert advice on the matter.

Published with permission from TechAdvisory.org. Source.

Topic Hardware
March 19th, 2014

BCP_Marc17_BDRPs (Disaster Recovery Plan) although seemingly expensive or hard to implement, are a must have for your business. Since businesses spend thousands of dollars optimizing and upgrading their systems, doesn’t it make total sense to protect your investment? With a good DRP in place, you should be able to mitigate risks in case of a disaster.

While there are several facets to a DRP that are going to determine whether it will be effective or not, making sure that you’ve considered these 5 tips is definitely a good start.

1.) Commitment from management

Because the managers are the ones who will coordinate the development of the plan and be the central figures who implement the recovery plan, it’s crucial that they are committed to it and are willing to back it up.

They will also be responsible for setting an allocated budget and manpower to creating the actual plan. That said, it’s very important that they know the concept behind it and how huge of an impact a DRP can have on a business.

2.) A representative on each department should be available when creating a DRP

It’s unthinkable to believe that your DRP is well optimized when you haven’t had a representative from each department coordinate with you while creating the recovery program.

Considering how they themselves are the front line of your organization with the best knowledge about how their department works, it’s a huge plus that you should take advantage of when creating a DRP.

With the representatives on your team, you’ll be able to see things from their perspective and gain first-hand knowledge from those who do the actual work.

3.) Remember to prioritize

In an ideal world, you should be able to restore everything at the same time after a disaster strikes. But since most businesses usually have a limited amount of resources, you will usually have to recover systems one at a time.

Because of this, you need to have a hierarchy or a sense of priority when determining which systems should be recovered first. That way, the most important systems are immediately brought back up while the less important ones are then queued in order of their importance.

4.) Determining your recovery strategies

This is one of the main focal points of a DRP since this phase tackles the actual strategies or steps that you’ll implement to recover your systems.

When determining your actual strategies, it's important that you brainstorm and think about all the options that you have to recovering your systems. Don’t simply stick with the cheapest possible strategy or even the most expensive ones.

You have to remember though that the simplest strategy to implement is probably the best one. That is, as long as the simplest strategy covers the critical aspects of your system recovery.

That said, avoid over complicating your strategies as you might face unnecessary challenges when it comes to the implementation of the recovery strategy.

5.) Do a dry run at least once a year

Your DRP shouldn’t end with the concept alone. No matter how foolproof you think your strategy is, if you haven’t tested it you most likely have missed something important.

It's during the dry run phase that the need for extra steps (or the removal of one) are made even more evident. You can then start polishing your strategies according to how your dry run plays out. It would also be a good year to practice your plan each year and update it accordingly.

These tips will help you ensure that your DRP will remain effective should a disaster occur. If you’re having a hard time figuring out how to go about the process of creating a DRP, then give us a call now and we’ll help you with the process.

Published with permission from TechAdvisory.org. Source.

March 18th, 2014

Windows_July30_BDid you know that Microsoft is pulling support for their popular, yet aging, operating system Windows XP on April 8, 2014? This may seem like ages away yet, but for businesses still using this version of Windows, this is a big issue. When Microsoft does pull the plug, you could see an increase in security issues, along with a cessation of all support, and ultimately higher IT costs. Is your business prepared?

April 2014 is rapidly approaching and it would be a good idea to prepare your organization for the end of XP. Here are four questions you can ask yourself in order to help you get your business ready, with our suggestion for the best way to go about upgrading.

1. What systems use XP?
This should be the first question you ask yourself. You should take some time and look at all laptops and desktops currently in use, and in storage (if any). Take note of how many of these systems use XP. You should also look at other systems like Point of Sale, alarms, and basically anything with an operating system. If these run XP, take note, because you will need to make replacements.

2. Do we need Windows 7 or 8?
No matter what you do, you are going to have to upgrade to a new operating system. There are two viable options – Windows 7 or Windows 8. Despite what Microsoft’s marketing machine will tell you, Windows 8 may not be the best option for your business. This is especially true for businesses still running XP. The reason for this is because if you are still running XP then your systems are likely older, and may not be able to run Windows 8 efficiently.

Another reason to consider Windows 7 is that it is an older OS, but still supported by Microsoft and will continue to be so until at least 2015 for mainstream support and 2020 for extended support. For information on what both types of support entail, please check out the table in part three of Microsoft’s Lifecycle policy page. What this means for businesses is that you will have essential support for another seven years at least.

The final reason to still consider Windows 7 is that it is generally easier to update to from XP, and it also has a larger market share, with over 45% of Windows systems are running Windows 7. However, if you are buying completely new systems, Windows 8 could be more viable.

3. Do we need to update hardware and software?
Chances are high that if you use Windows XP, there are a number of important/essential programs that your business relies on. You should take stock of these programs and systems and find out if they will run on Windows 7.

For hardware, you should check and see that this is compatible with, and meets the minimum requirements for Windows 7 or Windows 8. If hardware doesn’t meet the requirements, even if you are choosing to upgrade to Windows 8 (which requires slightly more computing power), you will need to upgrade your systems and hardware.

If you determine that upgrades are needed, you should develop an upgrade plan that will minimize downtime and disruptions, while having all upgrades done before April.

4. What about Microsoft Office?
Microsoft Office 2013 was released last year, and what this means for companies using older versions of Office, like 2007 and 2003, is that support will be soon ending. In other words, it is time to upgrade Office as well. When Microsoft pulls support for Office 2007, you can bet that there will be an increase in the potential of security breaches and maybe even a lack of document support.

If you are running an older version of Office, it will be worth upgrading to at least Office 2010, or even Office 365. Again, you will need to be sure that your systems can support any changes.

What is the best way to go about upgrading my systems?
Microsoft ending support for XP may not seem like a big issue, after all, many users should be able to simply install Windows 7 or 8 and be on their way. But, many businesses have other systems, like servers, networks, computers, etc. that they also need to consider. This can quickly turn a seemingly easy update into a never ending and costly nightmare.

This is why we recommend contacting an IT partner like us as soon as possible. We can be a big help in not only preparing your systems, but also helping you find the system that will best fit into your organization for the future at a budget you can afford.

If you are still running XP, please contact us today in order to be ready for the cessation of service in less than a year from now.

Topic window XP
March 11th, 2014

Office365_Mar10_BA highly optimized PowerPoint presentation can sometimes spell the difference between a closed sale or a missed one. It’s for this reason that business owners take the time to painstakingly optimize presentations in order to greatly influence their prospect’s decision about buying their products or services. If that’s what you’re hoping to do, then this article is what you need.

Choose a font size and style that can be seen by your audience from a distance

There is no point in creating a PowerPoint presentation if your audience can’t even see or understand what’s on your slide. One of the best ways to ensure that your audience does in fact understand what’s written is for you to use the proper font size and a simple font style.

You have to consider how far back your audience might be sitting when watching your presentation along with the technology you will be presenting on. For example, if you are in a theater using older projection technology, it may be hard to read certain types of font, colors, etc. So it is better to use a larger font size and contrasting colors.

If you can, try to practice the presentation ahead of time and sit at the back to see whether your slides can be seen and read.

Emphasize on the information and not the look of your slides

Don’t ever compromise how your information is presented for the sake of how the slides look. Remember that the point of doing the presentation is to convince your audience to act and not to impress them with a beautifully made presentation.

In order to do this simply create your presentation with only the information your audience needs. Leave out any visuals and focus on outlying the information first. Once you have the information on the slides, then you can add the effects and visuals, being sure to keep them minimal so the information shines and is highlighted.

Avoid handing out printouts of your presentation

One of Seth Godin’s - a marketing and presentation guru - tips for avoiding a really terrible PowerPoint presentations that focus on selling products or services, is to have a maximum of 6 words or lines per slide. The slides are more for points that you will talk about and expand upon. Anymore than that is less than ideal.

Now imagine what would happen if you give your audience a print out of your presentation. They probably won’t be able to make out what your message is since there are only a maximum of 6 words per slide. Beyond that, note packages often lead to people reading ahead and paying attention to the notes in front of them, rather than you, the speaker. Plus, the rustling of paper when people flip pages can also be distracting for the audience and presenter alike.

What we suggest is instead at the beginning of the presentation note that you will make the presentation available online after the presentation is over and providing scrap paper or notebooks for people who wish to take notes. That being said, if the presentation you are giving in educational, notes with a copy of the slides would be a good idea, but be sure to keep the content of the actual slides minimal, more just talking points.

Be consistent

Whether we’re talking about the message that you’re trying to convey, the theme of your slides or the tone/pacing of your presentation, you have to be consistent.

The more consistent you are, the more focused your audience will be. This is because consistency helps establish and give clarity to your message, making sure that it doesn’t fall through the cracks.

Phrase your points in a way that it talks directly about the benefits

We all like to be on the receiving end of something good right? If you focus on telling your audience about the benefits that they can acquire, chances are they’ll be very attentive because your presentation is all about their benefits.

These PowerPoint presentation tips can help you get more results out of your presentations. If you are looking to learn more about how you can leverage PowerPoint for better presentations, contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.