Are Presentation Technology Issues Getting You Down?
“If computers get too powerful, we can organize them into committees. That’ll do them in.”
– Author unknownWhen technical issues occur during a presentation, technical professionals can take a few key actions to address and resolve them efficiently.
Below are three critical steps that technical people can take:
Ensure Pre-Event Testing and Setup
Pre-event setup and testing ensure everything works appropriately during your presentation.
This includes testing your presentation software, hardware, internet connection, and peripheral devices well before the event.
The projector, audio system, and video conferencing tools are crucial to test.
The American Society of Association Executives (ASAE) says technical issues often arise because of untested equipment or software.
They recommend comprehensive pre-event checks, especially for complex multimedia presentations or hybrid events that require multiple devices.
Key Steps:
Test the presentation files and ensure compatibility across all electronic devices and software.
Verify internet connectivity and bandwidth for online meetings or streaming.
Set up and test microphones, cameras, and audio-visual equipment (projectors, screens, etc.).
Follow these key steps when ensuring pre-event testing and setup are accomplished
So, ensuring pre-event testing and setup is crucial to discovering and resolving technical presentation issues.
Another is to create redundant systems and backup plans.
Develop Redundant Systems and Backup Plans
A backup system is crucial in case the primary technology fails.
This could include backup laptops, projectors, cables, or internet connections (e.g., portable hotspots).
Redundancy ensures minimal disruption in the case of a technical failure.
The Journal of Business and Technical Communication highlights the importance of redundancy in presentation setups. It emphasizes having contingency plans for hardware and software failure, particularly in high-stakes corporate or academic settings.
Key Steps:
Prepare backup devices (e.g., a second laptop or extra cables).
Use cloud-based backup storage for the presentation file to avoid local file corruption.
Have offline versions of any cloud-based materials or online presentations to account for internet disruptions.
Follow these key steps for developing redundant systems and backup plans for the technical challenges in your presentation.
So, ensuring pre-event testing, setup, and developing redundant systems and backup plans are crucial to discovering and resolving technical presentation issues.
Another is to monitor and troubleshoot in real time.
Monitor and Troubleshoot in Real-Time
Depending on the audience size for your technical presentation, the event planner may provide audio-visual professionals to monitor the equipment to provide early detection of any problems.
If issues arise, they should troubleshoot quickly—whether by swapping equipment, adjusting settings, or resolving connectivity issues.
If they are provided, these audio-visual professionals having clear communication with you is critical to ensure that the audience stays engaged and informed.
If the event planner does not provide audio-visual professionals, you must monitor the equipment early to detect any problems.
The Association for Talent Development (ATD) stresses that effective technical support during a presentation involves real-time troubleshooting and clear communication with presenters and attendees.
They suggest having a dedicated tech support team member available during presentations to handle unexpected issues.
Key Steps:
Monitor system performance continuously, checking for glitches such as audio dropouts or display issues.
Be prepared to switch to backup systems or troubleshoot using quick solutions, such as rebooting equipment or adjusting display settings.
Keep the presenter informed about the status and estimated resolution time, and ensure the audience stays engaged through other means (e.g., Q&A or discussion).
Follow these key steps when monitoring and troubleshooting the technical challenges in your technical presentation.
By (1) ensuring thorough pre-event testing, (2) creating redundant systems and backup plans, and (3) being ready to troubleshoot during the presentation, you can mitigate the impact of technology failures.
Proactive planning and on-the-spot solutions are crucial for a smooth presentation experience.
It is enterprising enough to create, practice, and deliver an entertaining, engaging, and engrossing technical presentation.
Don’t derail your presentation by not giving aforethought to the technical challenges in your presentation.
Call to Action
Ensure through pre-event testing of your technical presentation
Create redundant systems and backup plans for the technical issues during your technical presentation
Be ready to troubleshoot technical challenges in your technical presentation in real-time
“Once a new technology rolls over you, if you’re not part of the steamroller, you’re part of the road.”
— Stewart Brand, American project developer and writer_______________________________________________
References:
American Society of Association Executives (ASAE). (2020). Event Planning & Technical Troubleshooting. Retrieved from www.asaecenter.org
Browne, S. & Spiller, D. (2014). Redundancy and Risk Management in Business Presentations: Ensuring Success Amidst Technical Failures. Journal of Business and Technical Communication, 28(3), 274-291.
Association for Talent Development (ATD). (2021). Ensuring Successful Presentations Through Technical Support. Retrieved from www.td.org