How to Ensure Your Presentation Won’t Fail Technically
When it comes to presenting, the old saying still applies: “What can go wrong will go wrong.”
The worst nightmare every presenter has is that when they are presenting, the speaker support that they are relying on doesn’t work. You know the scenario: you’re just beginning the presentation, and the microphone doesn’t work, or the projector suddenly stops showing your slides or shows your slides order.
What do you do? Start tap dancing or go to the hand puppets? No, the answer lies in your preparation for the presentation. How do you ensure that what must work does work? Well, the first thing is you must be in control of all the hardware and software that you are going to use.You must be what I call “self-contained.” That means that no matter what happens, you have a backup for what might happen.
Most professional performers want to be in control of how they are presenting to the audience. That’s the way they protect their images and brand so carefully. Did you ever notice the trucks parked outside when you went to a concert or show? Those trucks contain everything the performers need to do the show. They leave little to chance because they can’t fail. The same goes for any presentation. If it can’t fail, then you must prepare it so it doesn’t fail.
Professional performers leave very little to chance because they can’t fail.
Here are a few simple things to do when you are preparing your presentation, so it doesn’t fail.
- Make a copy of your presentation on a USB memory drive.
To be sure that you can always recover your presentation, making a copy is a prudent thing to do. Many times, there can be conflicts with the connections or with the software if you are not using your computer or device. You can also make a mistake with the presentation even with your device and need to reload the presentation.
- Do you know where you will be presenting, and do you have a description of the location or space?
It seems obvious, but you would be surprised to know how many presenters don’t know. It’s always a good idea to see the location before doing a presentation in the space. You want to check the room for electrical outlets to see where they are and how far they will be from your computer and equipment. Also, check to see if they are two-prong or three-prong plug outlets. If they are two-prong, then you might need a three-prong adapter that lets you plug a three-prong cord into a
two-prong outlet.You also want to check out the arrangement of the room and where the audience will be concerning to where you will be presenting. You want the audience to be in front of you with clear sight lines to you and the screen.
- Make sure you do a technical run-through in the room before you
present.Another fail-safe idea is to test out all the equipment and software in the room before you present. For your tech run-through, plug everything in and do a few minutes of your presentation. This way, you can test the sound, microphone, projector, handheld slide advance/pointer, and your slides. You want to be sure that the sound levels are suitable for the room and that your slides are clear and in order. If you are using a handheld mic, you want to be sure you hold it close to your mouth, but do not touch your lips. If you have cards or notes, practice holding the mic and changing the cards or notes as you present.
- What to pack and carry with you for a presentation.
Most producers in the performing arts know that there are always unexpected problems when performing. They do everything they can to make sure they have prepared the performance, so it doesn’t fail. They prepare for the unexpected things that might happen. They want to have equipment and people ready so they have options when something goes wrong. As a presenter, you also should be prepared for the unexpected and carry equipment and materials with you, so you have options when something happens.
- Your laptop computer or another device
- An AC power strip
- Electrical extension cords with three to two adapters
- A small flashlight
- Your slide changer/pointer
- Your projector
- Handouts of your slides
- Small speakers
- Batteries—double AA and triple AAA
- Checking that everything works.
When you are preparing your presentation, you should do a run-through with all the equipment connected. As mentioned, do it in the space where you will be delivering your presentation. This set up will tell you if any connections might interfere with your equipment. If that isn’t possible, then do a run-through off-site.
A complete run-through means
- Turning on the projector
- Testing the speakers
- Turning on the computer to be used
- Looking at all slides and videos
Testing all software and hardware materials will give you control over the elements that support your presentation. It will also eliminate one more thing from the check list.
One final note: you must take full responsibility for a presentation to be fail-safe.
As music fans, we have all seen our favorite bands in arenas and clubs and never thought about what the preparations were behind the scenes to make sure the concert never failed. The people behind the scenes are called roadies. They are the people who make everything work. You must become your own roadie and make sure that everything works, so your presentation never fails.
Making your presentation fail-safe will have another benefit. It will help you focus on your presentation. Not being distracted by thinking, “Did I check that?” or “Do I have that?” will free you to concentrate on your presentation. It will also help in relaxing you, knowing that everything is working and ready. Being relaxed is the way to become present with the audience.