Remote software demo rehearsal: 4 sharing checks

A

Key takeaways

• Sharing scope: Confirm the rep can present and that the shared window matches the intended demo.
• Audio: Ensure system audio is enabled so the manager hears the intended demo sounds.
• Viewer readability: Verify the manager sees the intended content and understands how zoom affects the view.
• File and access behavior: Review file types, permissions, and potential issues with embedded video or sensitive documents.

B

Answer first: what should a sales manager check when a rep rehearses a software demo remotely?

The direct practical answer is to run four editorial checks that confirm the manager sees the intended app, hears the intended audio, and can review the presentation. These checks are not a tested standard or a validated outcome; they are a structured preparation method for the manager to use before a customer-facing demo. The first check addresses sharing scope and the rep’s permission to present. According to Google, sharing your screen may be disabled for you due to admin settings (if you're part of a Workspace organization) or meeting host controls. This specific limitation means the manager must confirm the rep can actually initiate the share before the rehearsal begins. If the host controls or admin settings block the share, the rehearsal cannot proceed as intended.

The second check focuses on whether the demo audio is actually shared. The manager needs to hear the intended sounds from the software, not just the rep’s voice.

The third check covers the manager’s view and how zoom changes what participants see.

The fourth check reviews the files and what access sharing creates. The manager should understand which file types are being presented and whether any permissions change. For example, if a deck contains embedded video, the manager should test if the video plays during the share. This check identifies potential issues with file access or media playback before the customer sees them.

C

Check sharing scope and the rep’s permission to present

Verify the rep can present and that the sharing scope matches the intended demo window. Confirm the rep has the permission to share content before starting the rehearsal. In Google Meet, sharing your screen may be disabled for you due to admin settings (if you're part of a Workspace organization) or meeting host controls, according to Google. Check whether the host has restricted screen sharing for participants. If the rep cannot share, the rehearsal cannot proceed as intended.

Determine what content the rep will share. In Slack huddles, you select a screen, window, or application to share, according to Slack. When you share a specific application in Cisco Webex, others can't see anything other than the shared application, according to Cisco. This scope control helps ensure the manager sees only the intended demo window.

Check if multiple people can share simultaneously. In Slack huddles, up to two people can share their screen at a time, according to Slack. If the rep and manager both need to share, confirm the tool supports this. If the tool does not allow simultaneous sharing, the manager may not be able to view the rep's screen while sharing their own.

Verify participant status if using Microsoft Teams. In PowerPoint Live, anonymous participants can't present, according to Microsoft. Ensure the rep is signed in and recognized as a participant, not an anonymous guest. If the rep is anonymous, they cannot present slides.

Confirm the rep’s ability to initiate sharing. If the rep cannot start sharing due to host controls or participant status, the rehearsal is blocked. Ask the rep to attempt sharing the intended application window. Observe whether the manager sees the correct content. If the manager sees a different window or no content, adjust the sharing scope. Use the tool’s specific application sharing feature to limit visibility. This ensures the rehearsal focuses on the intended demo.

Check for any admin-imposed restrictions. Confirm with IT if sharing is disabled. If sharing is disabled, use an alternative method or request temporary access. Do not proceed with the rehearsal if the rep cannot share the intended content. A later coaching talk can follow the Sales One-on-One Agenda for Coaching Software Sellers.

D

Check whether the demo audio is actually shared

When a rep shares a specific application window or their entire screen during a remote rehearsal, the audio from that source may not transmit automatically. To share the system audio when you present a window or entire screen, enable the toggle in the selection dialogue, according to Google. This setting is specific to the "Present during a video meeting - Computer - Google Meet Help" documentation and applies when presenting from a computer. The toggle is located within the selection dialogue that appears when the rep initiates the share. If this toggle remains disabled, the manager will not hear the sounds generated by the shared application or screen.

The instruction is strictly to enable the toggle to share system audio. This applies to the computer environment described in the source. The manager should verify that the rep has located and activated this specific control before the rehearsal starts.

E

Check the manager’s view and presentation zoom

When a rep presents, the manager needs to see the exact content intended for the customer. In Google Meet, the documentation notes that "Your screen zooms to 80% within the presentation" Google. This specific zoom level applies when sharing content in that environment. The manager should verify that the demo window is visible and legible at this setting. If the rep uses a different tool, the zoom behavior may differ, so the manager must confirm the view directly.

Zoom adjustments affect different roles differently. In Google Meet, the documentation states that "As a presentation viewer, this will not impact what anyone else sees, but as a presenter, it'll change what your participants will see" Google. This distinction is critical for rehearsal. If the manager is viewing the rep’s screen as a participant, their local zoom settings do not alter what the rep sees or what a future customer would see. However, if the rep adjusts their own view while presenting, those changes propagate to the audience. The manager should ask the rep to confirm their zoom level before starting the demo to ensure the interface elements are readable.

Resolution capabilities vary by platform. Cisco documentation for sharing content in meetings and webinars states that "Anyone in a meeting, as well as a presenter in a webinar or event, can share content up to 4k" Cisco. The manager should check the actual rendered image on their screen rather than assuming the source resolution equals the viewing experience.

Interactive features also depend on the specific application. Slack documentation for huddles notes that "Drawing on screens is currently supported on the Slack desktop app for Mac and Windows" Slack. If the rep plans to annotate the demo to highlight features, the manager should confirm this feature works in their current setup. If the rep uses a different operating system or a web-based client, this specific drawing capability may not be available. The manager should test any planned annotations during the rehearsal to ensure they appear correctly for the viewer. Afterwards, use Review a rep's demo video with 4 feedback checkpoints.

F

Check the files and what access sharing creates

Before the rep begins the rehearsal, verify the file format and content to prevent technical interruptions. If the team uses the presenter view in Teams for web, the documentation specifies a browser requirement: you need Microsoft Edge 18 or later, or Google Chrome 65 or later, to see the presenter view, according to Microsoft. This applies specifically to the web-based interface for that product. Do not interpret this as a recommendation to install an older browser version; it defines the minimum supported environment for that specific feature.

Check the file extension of the demo deck. Supported file types for PowerPoint Live are .pptx and.ppsx, according to Microsoft. If the rep uses a different format, the tool may not recognize it for live presentation. When the rep presents content in Teams, the PowerPoint Live section lists the most recent files you've opened or edited in your team SharePoint site or your OneDrive, according to Microsoft. This list helps the rep locate the correct file quickly during the rehearsal.

Review the permissions associated with the shared file. The documentation states that file access permissions outside of the meeting won't change, according to Microsoft. This means the act of presenting the file in the meeting does not alter who can access that file in the file system after the session ends. Confirm with the rep that the file is stored in a location where the manager can view it if needed for follow-up, but note that the presentation itself does not grant new file access rights.

Consider the content within the slides. If the demo includes embedded video, test the playback before the rehearsal. File sharing may not work when you're trying to share a PowerPoint presentation with embedded video, according to Cisco. This warning is scoped to Cisco Webex meetings and webinars. If the rehearsal uses a different platform, verify the specific behavior for embedded media in that tool. Treat this as a rehearsal check: attempt to play the video during the dry run to see if it renders correctly.

Protect sensitive information during the share. Before your meeting, mute notifications and close any personal or sensitive documents, according to Cisco. This advice applies to the Webex environment. If the rep shares their entire screen rather than just the application window, any open document or notification could become visible to the manager. Ensure the rep closes unrelated files and silences non-essential alerts to keep the focus on the demo content.

G

Filled reference table: one row for each publisher, with only the quoted rules and limits

The following table lists the specific rules and limits documented for each publisher.

Use this table to verify the specific constraints of the tool your rep is using during the rehearsal.

H

Illustrative example: four checks on a practice call

A manager and one rep set aside a short practice call and walk four checks in order. The rep shares one application window, and the manager confirms that this is the only window on view. The rep enables audio for that window and plays one short cue so the manager can hear it. The rep sets the view to 80 and both look for readable buttons. The rep then opens the deck, tries one embedded clip, closes two unrelated documents, and mutes alerts. They write down any miss and stop. These figures are round practice numbers for the walkthrough, not a measured result.

I

Try one practice share today

Ask the rep to share the intended application window, enable system audio for that window or the full screen, and confirm you see the window and hear one cue. Close extra documents before you stop. Then write the next practice aim with Sales rep practice goals: 5 checks to write today.

J

FAQ: what should a sales manager check when a rep rehearses a software demo remotely?

Use these answers to verify the specific sharing behaviors before the rep presents to a customer. Each response relies on the documented limits of the tools mentioned.

Should the rep share a whole screen or one app?

Sharing a specific application limits what others see to only that shared application, according to Cisco. This scope prevents unintended desktop content from appearing during the rehearsal.

Can host settings stop a rep presenting?

Sharing your screen may be disabled due to admin settings or meeting host controls, according to Google. Verify these permissions before the session begins.

Does the manager’s zoom change the rep’s view?

As a viewer, zoom does not impact what others see, but as a presenter, it changes what participants see, according to Google. Your screen zooms to 80% within the presentation, according to Google.

Do file permissions change when a deck is presented?

Their file access permissions outside of the meeting won't change, according to Microsoft. This applies to the files previously listed in the documentation.