1,300 plus attendees at the Microsoft Project 2009 Conference in Phoenix, Arizona, were treated to a preview of the next release of Microsoft Project.  Chris Capossela, senior VP with the Microsoft Business Division, presented Wednesday morning’s keynote on Microsoft Project 2010 followed by an overview demonstration of the product line by Keshav Puttaswany, Group Program Manager of the Microsoft Project Business Unit.

Capossela discussed the four pillars of the new product line as:

• Simpler and intuitive user experience.
• Enhanced collaboration and reporting.
• Scalable and connected platform.
• Providing unified project and portfolio management.

Puttaswany’s demonstration was often greeted with applause as various features were showcased.  A number of breakout sessions through the remainder of the conference highlighted many of the specific aspects of both MS Project Professional and MS Project Server 2010. 

This release was by far the most significant upgrade to MS Project since its debut in 1987.  Microsoft has consolidated Project Server and Portfolio Server into one application and  has removed the word “Office” from the product line.  The three applications under the 2010 product line will be:

• Microsoft Project Standard 2010
• Microsoft Project Professional 2010
• Microsoft Project Server 2010

The Beta version of the product will be available later this year and general release will occur in the first half of 2010.

In future posts, I will discuss some of the new features including:

• The “Ribbon” user interface.
• The “Team Planner”.
• The “Time Line” view.
• SharePoint “Sync”.
• And other improvements over existing features.

Conducting a Questions and Answer Session

Conducting a question and answer session can be the most challenging part of your presentation. The speaker does not have control over what questions may be asked and is handing over some control of the presentation to the questioner. However, through proper preparation, you can manage the Q and A session with confidence.

First, when developing your presentation, it is important to ask yourself what questions might be raised, then prepare and practice your response as you would your presentation. During your presentation when questions are asked, use active listening skills: walk toward the questioner and square up, lean forward and face the person. Acknowledge the speaker, thank them and repeat the question for the group. Stay calm, in control and do not be defensive. If this is a question you anticipated, you should have no problem with a response. If you did not expect the question, you have four options:

• Answer the question the best you can.
• Admit you don’t know.
• Offer to find out.
• Field the question to the audience (allow others to answer).

Be sure to satisfy the questioner but consider the entire audience. If you cannot do both, suggest to the individual that the two of you continue the discussion after the presentation. If you want to have a very polished question and answer session, be prepared with a closing statement, just like you would with your presentation.

Conclusion

Some individuals are more comfortable giving presentations than others. Fear is normal but can be managed if you prepare, practice, and manage your performance. Remember, your audience wants you to succeed. You don’t have to be a great speaker on your first speech. Make it a goal to improve each time you speak: 1% better, 100% of the time!

If you would like to further your education in public speaking, I would recommend joining a Toastmasters club. Toastmasters International is committed to developing the communication and leadership skills of its members. You can find a Toastmasters club near you through their website.

Next week I will be at the Microsoft Project Conference 2009 in Phoenix, Arizona.  Stay tuned for future postings after the conference regarding the features and functions of the soon to be released MS Project 2010!

Difficult Situations That Can Shake Your Confidence

When Things Go Wrong

If you have been asked to give a presentation and you are a perfectionist, my best advise to you is to “get over it”. The perfect presentation does not exist. That does not mean you should not strive for the best presentation possible, just don’t expect it. Something will happen and professional speakers know it and plan for it. Some even hope it happens! They want to try out some fun recovery techniques.

If you are using any technology during your presentation, you must prepare for the worst-case scenario. Computer and projector failures are the most common. Do you have a backup laptop and projector available? Having an audience participation activity in your pocket is a great way to keep the audience involved while you are swapping out equipment. Could you give your presentation without a computer if required? Always design your handouts so that they can be used if case your technology fails to perform.

Another technique used by professional speakers is to have a humorous comment ready for specific problems:

• The room is too hot - “I tried to lower the thermostat, but it’s already melted.”
• The room is too cold - “For handouts today we are passing out thermal blankets.”
• Spelling error in a visual - “Mark Twain said that there is a least five ways to spell any word.”
• You drop something - “This information is just too hot to handle.”
• The lights go out - “It appears that I need to shed more light on this subject.”
• A cell phone rings - “It’s probably just somebody reminding you to turn off your cell phone.”
• The high-lighter runs out of ink - “The magic has gone out of my marker.”
• The technology isn’t working - “They told me this would work at Radio Shack.”
• The microphone makes a rude noise - “That’s nothing. You should hear me sing!”
• Someone arrives after your presentation has begun - “Please come in. I love it when someone walks into one of my presentations. It’s so much better than when they walk out.”

Handling Audience Distractions

You may be faced with a situation where the audience may be distracted. Common distractions include audience members talking among themselves, a cell phone ringing, and noise from outside construction. Most speakers would find this disarming but professionals have developed techniques to manage these situations. Your goal is to get the audience to focus back to you and your presentation. An important rule to follow is move your body toward the distraction you can control and move your body away from the distraction that you can’t control.

Conversations and Cell Phones

Side conversations among audience members and cell phones ringing are common situations that as a presenter you can manage. Physically move your body toward the individual who is the offender. If necessary, stand right if front or next to the person and continue your presentation. Often your close presence alone will quiet the person. If the person(s) continue to engage in a conversation, continue your presentation and touch the person lightly on the arm or shoulder. To really get their attention, when you are making an important point in you presentation, touch the individual and make eye contact.

Another technique is to move near the person and simply stop your presentation. The silence alone should conclude the conversation. Or you could ask the person(s) if they would be more comfortable taking the conversation outside the room. You could also simply ask the audience if the situation is acceptable to them. Finally, you could give the audience a short break and then discuss the situation with the individuals involved.

The type of presentation, audience members, and situation will dictate which of the above techniques you may employ.

Outside Distractions

For those situations you can’t control, such as construction noise, the best you can do is to acknowledge the situation and move away from the distraction. For example, if there is construction noise coming from the next room on the right side of your room, simply position yourself on the left side of your room. Hopefully, the audience will be able to hear you better and be less distracted.

Tell me about your favorite technique to manage difficult speaking situations.

Next week:  How to Conduct the Question and Answer Session.