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THE AUDIENCE SIZE DOUBLES OR SHRINKS
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You can give the same information to an audience of any size, but the way in which you give it should vary. If you ve planned to use a lecture style with a very large audience and the group shrinks to thirty or so, move everyone to the front of the room, and create some interaction as you speak. If your audience is bigger than expected, make sure there are enough seats for everyone. If you are the only speaker, you need to stay in the front of the room, so enlist help to wrangle more chairs. The larger the audience, the more formal you will have to be. Use a microphone, and stand or walk to a spot where everyone can see you. If you need more materials, ask for support from an audience member or a coworker. Remember that you need to be the speaker, not the administrator.
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If you forget one of the main points of your talk, cut to the conclusion. You can get back on track during the question-and-answer session by saying, And there is one more thing I want to share with you . . .
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Sometimes disasters just happen. When you have developed a disaster preparedness plan you can be ready should any of these problems occur. Consider these suggestions every time you re preparing a presentation.
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If you forget to bring your computer to the presentation, the solution is easy if another computer is available at your presentation site. Always copy your presentation to a ash drive, so you can load your slides and handouts onto another computer if necessary. If you choose to let someone else have a copy of the presentation and no con dential information is included, e-mail it in advance. If there is no computer at your speaking location, either borrow one from a participant or work from the printed copy of your slides you bring with you. Always travel with hard copies of your presentation.
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If you use standard software like PowerPoint or Keynote to prepare your slides, you can reduce your chances of having the challenge I faced when the client s computer wouldn t read my slides. Whenever possible, check all the technology you ll be using ahead of the big day. Make sure to run through all of your slides at the presentation site since not all graphics are compatible with every system. It s possible that one slide will look great but the next one won t project.
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If you re traveling to give your presentation, pack a hard copy of your material, your notes, a ash drive, and any props or handouts in your carry-on luggage.
TECHNICAL FAILURE
Most venues that provide microphones also provide a technical-support person. Get to know that person, and get his or her cell-phone number before your talk. The facility will usually have a backup system for you to use. If your computer breaks down, the show must go on. Always know your material well enough that technology is only a support for you. The important part of the content is you and your message, not the slide.
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When a video is embedded in your presentation, be sure to turn off the sound when the video is nished, to avoid a background buzz.
POWER OUTAGE
Safety rst. If you experience a power outage caused by a serious storm, re, or any other potential disaster, follow the safety rules of the building. Otherwise, if the room is still bright enough to see, people are willing to stay, and you don t need a
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microphone to be heard, be prepared to speak without any electronic support. One of the most powerful client sales meetings I know of took place in a conference room lighted only by natural window light. When the power went out, the presenter deviated from her plan and started an informal question-and-answer session. Ten years later, the client still remembers the meeting when the relationship with that vendor began.
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