The mutter of the crowd begins to subdue as the moderator asks people to settle into their seats for the next engineering presentation. After a brief intro, the presenter steps to the front of the room. After a smooth speech introduction, the speaker is just going to his first slide when the projector light goes out. While the projector’s light is now dim, the look on the speaker’s face resembles that of a deer in the headlights.
We have all seen something like this happen. If you are unlucky, it has happened to you. What happens next depends on your speech preparation. If you included a Plan B as part of your speech preparation, then you can move on from the mishap with little disruption. Most likely, you will impress the audience with your grasp of the subject matter and your ability to carry on without the projector.
Prior to giving an engineering presentation, planning should include a backup plan in case any element of the presentation fails. How are you going to give the presentation if the computer dies? What if the projector light bulb goes out halfway through the presentation? We have all been in presentations where the technology did not cooperate. Some speakers deal with it. Others do not.
A prepared speaker has a Plan B for when things don’t go smoothly during an engineering presentation. They have considered, or even practiced, giving the speech without a projector, or a computer, or a presentation file.
Developing a Plan B Starts with the Basics
The most common equipment used in modern presentations are a computer, a projector, a projection screen, presentation software, the computer file with the presentation, a remote control, a microphone, and audio speakers. Electric power, internet access, and laptop batteries should not be overlooked. A breakdown of any one of these elements can derail a presentation. Being prepared means knowing what you will do if anything goes wrong.
The second part of a good Plan B is to determine the risk level. If you are giving a weekly status update, then there may not be a lot at stake if the computer malfunctions. A projector going out during a presentation to a project selection committee can spell doom to the chances of getting selected. Many of these risks can be mitigated with backup plans for the elements involved in a presentation. Determine the level of preparation required by knowing what is at stake if the presentation faces failure.
The third part of Plan B is preparation. For example, having a backup file of the presentation on a memory stick in case you cannot use your computer or the file will not open. If the plan is to use an unfamiliar computer, bring along a backup computer. Find out if a reliable colleague can give the presentation if you are sick or cannot make the presentation. When the presentation is based on showing certain graphics, do you have posters or handouts in case the projector breaks down.
The most important thing you can do to mitigate a failure of technology is to know your presentation well enough to give it without the technology. All that technology is just a tool, never a substitute for a well-practiced engineering presentation.
About Shoots Veis, P.E:
Shoots Veis, P.E is the author of Public Speaking for Engineers: Communicating Effectively with Clients, the Public, and Local Government. He is a Senior Project Manager focusing on municipal engineering assignments involving water and wastewater systems, land development, permitting, and project management. He served for five years as an elected member of the Billings, MT city council.
Please leave your comments, feedback or questions on things you do when preparing for an engineering presentation.
