Handling Technical Problems With Poise During a Talk by Dianna Booher
Channel: Dianna Booher - Communication Strategist & Author
Date: 26/02/2014

http://www.booherresearch.com  1-817-283-2333
Executive Communication Expert Dianna Booher

You probably don't want to consider famous movie director Michael Bay's reaction to technical difficulties at the CES Samsung Conference as your model.  In case you missed the news clips or Twitter comments on this incident a few weeks ago, take a look:  
http://abcnews.go.com/blogs/technology/2014/01/watch-transformers-director-michael-bays-bizarre-ces-exit/
(Add the video clip here: link.)
Although almost everyone who has delivered a management briefing, a sales presentation, a training course, an industry talk, or a keynote address can certainly identify with the frustration over technical glitches, running off the stage is probably not what you envision for your 15 minutes of fame.
If such hiccups haven't happened to you and you're regularly doing presentations, it's only a matter of time.  The most vulnerable times for problems to develop are these, so take extra caution and plan what to do beforehand:
----with a brand new computer (unusual programs, widgets, pop-ups come pre-installed that can create havoc with older files)
----after another user has touched (changed settings on?) your computer or device
----in another environment (different projector, cables, lighting, distance, remote control, speakers, second monitor)
A new laptop with Windows 8.1 recently gave me fits when it locked up an hour before the start of a client presentation. That incident once again brought to mind the following tips for dealing with such frustrations:
• Arrive early.  Always, always, always.  I consider myself late for a presentation if I'm not in the room at least an hour early. 
• Double-check ALL A-V equipment. My first task upon arrival: Set up the laptop and make sure everything projects well.   Play the video clips.  Check the audience mic. Does the extension cord reach the outlet?  Glitches I've fortunately found in time at such a late date:  Dead extension cords—no power!  Screen available—but switch not working to lower it from the ceiling!   
• Have back-up copies of any slides, handouts, or promotional materials.  Professional speakers understand this. But even as a sales professional, carry your presentation on a flash drive in case you arrive at your client's site and need to use their laptop to show your slides. (On two such occasions, that's been the case for me. One client had a security policy against a vendor bringing a laptop into the building.  The other client's projection system was incompatible with my laptop, and they asked for my flash drive to show on their system.)
• Have "saver" lines for technical problems out of your control.  
----(Loud noise outside your room) Anybody hear that? Good. Then I'll just continue.
----(Equipment falling) Okay, who put the hex on that?  You could have just told me you were finished listening.
----(Microphone making loud noise or slides blinking on and off) Translated, that means "let's take a break."
(For many more saver lines specific to an incident, see my book Speak With Confidence: Powerful Presentations That Inform, Inspire, and Persuade [McGraw-Hill].
• Be prepared to deliver your presentation with NO A-V support.  Plan for the worst. Know how you will deliver your sales presentation or your industry talk with no slides available. Things happen. And even with an entire A-V crew on hand, they may not get the situation under control in time—even if you've arrived early.  With a key word outline in your head (or physically nearby), be ready to deliver your briefing, training, talk, or sales proposal without A-V.  Your audience, your prospect, or your colleagues will expect "the show to go on."
• Stay calm.  You are human. The audience has empathy. They want you to win.

Remember that others will remember your composure far longer than your course corrections during the chaos