We all likely can recall some nightmarish moments when a presentation or meeting doesn't go our way, leaving us with a lingering sense of disappointment or embarrassment. Over many years of facilitating meetings, workshops, and team sessions, I've accumulated plenty of battle “scars” myself.
I still recall early days of my practice, when a slightly ajar water bottle spilled all over my laptop over the course of the ride to deliver a workshop. I must have looked rather panicked at the front of the room, practically begging my computer to please turn on in spite of the inevitable water damage. PowerPoint visuals were central to how I had planned to facilitate the session. Thankfully, mercy was on my side that day. The computer survived for the next two and half hours, though the display became increasingly shaky, before crashing completely afterwards. The computer’s last act was generously getting me across the finish line.
More recently, during an executive team retreat, I leaned back against a table to pose a question to the group. Unbeknownst to me, the table was not properly secured and promptly buckled under my weight, sending my coffee flying in multiple directions and me to the ground. Definitely not my finest moment! The group was very compassionate, and months later, I could laugh about it, but in the moment, felt completely ridiculous and shaken at the front of the room. So much for projecting executive presence!
Perhaps as a result of my many war stories, I particularly enjoy working with clients who want to expand their skills in facilitation, presentation, and executive presence.
This topic is particularly fresh in my mind, having recently attended two presentations within a short period of time that didn't go quite as planned. In both cases, the presenters became visibly rattled and excessively apologetic, to the point that I and likely others in the audience felt badly for them.
The interesting thing was that neither snafu warranted as much energy or attention as the presenters gave them. Both had opportunities to acknowledge the issue and keep moving forward with grace, ease, humor, and intention.
I found myself wishing I could whisper a few reassuring words in their ears to help them regain their footing.
In one case, the presenter was speaking from slides in a large auditorium when the slide clicker began operating with a mind of its own. It repeatedly advanced ahead of where the speaker was in the presentation, forcing the presenter to click backward again and again to find the right slide.
In the other case, the presenter was providing informational updates to a group of regional leaders virtually when audience members began posing questions specific to their individual regions. Trying to be gracious and inclusive, the presenter gave each question airtime and acknowledgment. Unfortunately, most of the questions were neither relevant to the broader group nor answerable in that moment. What began as an effort to be responsive quickly turned into a series of apologies, accompanied by an increasingly nervous and fast-paced delivery.
Both experiences got me thinking about the strategies that help us recover when things don't go as planned. These are reminders to myself as much as to anyone else who regularly presents or facilitates, as we often are much harder on ourselves than is necessary.
1. Maintain your outward cool, even as your inner world feels on fire.
Remember your audience is rooting for you. It's just as uncomfortable for an audience to watch a presenter become visibly uncomfortable. Your audience craves confidence and ease from the person at the front of the room.
Even when your heart is pounding and you're feeling mortified by an unexpected detour or mistake, try to maintain a calm and collected outward presence. Your audience doesn't need to experience every bit of the anxiety nor know the back story.
2. Acknowledge the issue, but resist the urge to apologize repeatedly.
A brief acknowledgment is often all that's needed before redirecting the group's attention to your main message.
Repeated apologies can actually amplify a problem that might otherwise have gone largely unnoticed. The more attention you give the mishap, the more important it becomes in the minds of your audience.
3. Find an opportunity for humor and humility.
Humor can be as simple as a lighthearted observation or acknowledgment.
In the case of the overzealous slide clicker, the presenter might have remarked, "Technology these days—it increasingly has a mind of its own!"
Humor can be a wonderful antidote when things go wrong. It gives you and your audience permission to relax, restores equilibrium, and reminds everyone that we're human.
The key is to create some lightness and move on, ensuring the snafu does not become the main event.
4. Ask for help when needed.
You don't need to sweat out a difficult situation alone if help is available nearby or even in the audience.
Leaders effectively leverage the talents of others and the resources available. Whether you need technical support, an alternative approach to an activity, or a missing prop, the solutions are often more accessible with community and a willingness to ask.
People are more often than not happy to be part of the solution. And asking for help can expedite the solution.
5. Slow your speaking cadence.
When we're stressed, our natural tendency is often to speak faster, fill silences, and add unnecessary commentary. Ironically, these behaviors tend to heighten the audience's sense of anxiety and uncertainty.
Slowing down creates more space for your brain to think and allows you to be more intentional with your words and choices.
As a New Yorker, I often think of the analogy of a cab driver who constantly brakes and accelerates in a jerky fashion, leaving you feeling sick and frustrated. As the driver of the room, you want to offer your audience a smooth ride, with a steady voice, thoughtful pacing, and a sense that someone thoughtful is behind the wheel.
Even if you are still recalculating the route!
6. Protect the objectives of your session.
Not every question needs to be answered, and not every detour deserves air time.
Be willing to "parking lot" questions and topics that aren't relevant to the broader audience or can't reasonably be addressed in the forum you're leading. You can be gracious and responsive without surrendering the direction of the session.
It also helps to outline the agenda at a high level, including when and how audience questions and discussion will fit.
Most importantly, know the key messages you want your audience to walk away with. If everything else goes sideways, what are the two or three things you absolutely want people to remember?
7. Prepare for the unexpected.
Too often, we are moving so fast at work, we don’t always have time to prepare as thoughtfully as necessary.
For important meetings and gatherings, though, it’s critical to think through and test not just the content, but also the technology, the logistics and the processes and resources you need in place.
This could mean printing a brief handout, having a hard copy of your talking points or an alternative exercise expected, and/or a tech guru on hand.
It also means knowing which sections of your presentation can be shortened or eliminated if time runs short.
From Reaching for Perfection to Being Planful, Present and Nimble
Over the years, I've become less attached to the agendas I carefully construct. I still plan thoughtfully, gathering information in advance and designing sessions around clear objectives. But I've learned that creating value sometimes requires deviating from the original plan. (Incidentally, I’ve also learned to keep liquids and electronics in separate containers!)
Conversations take unexpected turns. Certain topics resonate more than anticipated and others aren’t as relevant as you might hope. New questions arise that deserve exploration. And, more often than not, I am too ambitious about how many topics can realistically be covered in a given amount of time.
I've come to appreciate that being well-prepared and being flexible are not opposing skills. In fact, the better prepared I am, the more freedom I have to adapt and meet a group where they are in the moment.
Ultimately, I think the best presenters can stay nimble in the perfomance zone because they accept that perfection is not possible or the point. Just like professional athletes who lose a point, reset and get right back in the game, the “lost point” doesn't determine how the rest of how the game unfolds.
And if you can keep your cool when the slides malfunction, the questions go sideways, or the table literally collapses beneath you, you've demonstrated something far more valuable than your ability to deliver a polished presentation.
You have demonstrated grace, flexibility and humanity, which is it’s own positive lesson and example to your audience.
