The majority of material presented in meetings today is computer-based. As a result too many people in meetings are hunched over laptops, rather than facing each other, interacting, reading body language and facial expressions ... but there are solutions!


1. Install a projector or wall-mounted display

If it's not in the room already installed, it probably won't be used. That document you circulated before the meeting by email, will either be accessed on individual laptops or it will be printed out, perhaps once for every attendee.

• "What page is that?"
• "The paragraph beginning with..."
• "Which document are we talking about?"
• "I'm sorry, where were we? I just got distracted by an incoming e-mail."

A projector or display makes sure that everyone is literally on the same page.

2. Establish the primary presenting point

Make sure you face the meeting over your laptop. In larger rooms, get a lectern.

You've managed to get everyone else to lift their heads up, but as chairperson or speaker, you need to control what is being presented. Keep everyone engaged by maximizing eye contact, even while you type or move the mouse.

 

3. Get a remote keyboard and mouse

You want them to interact, so you need to give them an inexpensive means to interact. Pass the mouse or wireless keyboard around the room to participants who want to point something out, add or modify text, or perform some operation in the current computer application.

4. Get a wireless interactive tablet

More and more applications support inking (handwritten annotation of documents). With Windows Vista it's built into the operating system. Pass the tablet around the meeting room, and everyone can (one-at-a-time) mark up, draw or just point things out. With modern handwriting recognition, the keyboard is done away with and participants can add or modify text, or perform some operation in the current computer application.

The pen can literally be passed from person to person by the chairperson.

5. Get an interactive whiteboard

Replace the projection screen with an interactive touchscreen. Now we've really got their attention! No more trying to follow a hard-to-spot cursor. Everyone knows where the "mouse" is ... it's at the end of your finger. Gross motor movements of arms and movement of your body keep everyone awake and attending, as you turn to make frequent eye contact with participants.

When you spot that eureka moment on a participant's face (which you would never have seen if they and you had been hunched over laptops) you can invite them up to demonstrate their insights to the other participants. Even if they've never used an interactive whiteboard before, they will immediately get the hang of using their finger as a mouse.

Furthermore, using virtual whiteboard software, say goodbye to a separate electronic whiteboard. The virtual electronic whiteboard has an unlimited number of screens, prints to any printer accessible from your laptop and has a range of drawing and text tools. Whiteboard sessions can be saved in a range of formats including PDF, and e-mailed to participants immediately.

No more:

• "I'm sorry, I didn't realise that I was on the screen that doesn't copy."
• "I've used up five screens, so talk amongst yourselves while I print these off and clean the board."
• "I haven't got a green pen, but you get the idea"
• "Oops, I didn't realize that this was a permanent marker!"
• "You can't see the colours in the black and white printout but you should be able to remember which was which."
• "I'll get Jerry to scan these and email them to you tomorrow if he gets time."
• "Oh no, there's no toner in the printer and Marketing are due to use the meeting room now. I'll see if I can persuade them not to use the whiteboard while I send Jerry out for a cartridge.

The key technologies we provide are:

• Interactive Whiteboards
• Interactive Tablets
• Remote keyboards and mice
• Interactive Response Units
• Visualisers and Document Cameras

Contact us at East Coast Audio Visual for a demonstration of any of the above technologies.