If you do a lot of traveling to give presentations, then you might consider setting up a “go bag†to visually organize what you take along. In my February 1st post I discussed the use of checklists. They are one aspect of a more general topic in quality called mistake-proofing, which is the use of process or design features to prevent errors.
For those of you that aren’t in the business, What I am referring to as a “Tech Kit” is all of the gadgets that you would bring to a show to help you do your job, basically the way you want to do it.
Even when conference calls aren’t a total waste of time, there’s still two problems that always come up. I have some ideas for how to solve them, but I’d like your suggestions for how to solve them without resorting to violence.
But if cable news viewers turned to CNN to take a look at Bachmann’s response, the Minnesota congresswoman wasn’t exactly looking back. Instead, Bachmann faced slightly off to the side throughout.
But it’s commonly forgotten in your trade, or by your sponsors, that speakers are the center of your event. They are the core of the agenda. They are what you advertise. And it’s what speakers promise to teach that gets people to pay to come. Yet once signed up to speak, they are often an afterthought, neglected behind the other critical tasks organizers have to manage.
There are simple and inexpensive ways to solve this problem.
Lack of attention to details can cause a speech to crash. Checklists are one good way to avoid catastrophes, like forgetting to bring or do something critical beforehand. Checklists are broader than packing lists that only describe what to bring.
As I looked back on 2010 and saw the great big failures, they troubled me. Messaging failures, generally unprepared or unqualified campaign staff, candidates unwilling to learn, listen and/or improve, and of course strategies that were designed to fail from the start… But then there was a feeling of downright anger. How the hell can Democratic campaigns fail so often at the very basics of setting up an event? Does no one teach this stuff anymore? Do people not learn from event to event? Do they not see the big greasy piles of fail due to some form of rose colored glasses?
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You should visit and walk the venue, take pictures. Think about where attendees with enter, where they will gather, will there be food/drinks somewhere drawing the mingling crowd? How many chairs will there be, how will they be arranged, where will the walkways be? Are there tables? Sketch these things out as best you can.
Where will the candidate enter the room? Will the candidate have access to a “green roomâ€, or a restroom, prior to entering the venue? When they enter, will they be overwhelmed with the crowd as they enter? Who will walk the candidate in, meet the candidate at the car/bus? Will someone be introducing the candidate to the attendees as they mingle? Will the candidate be going straight to the “stage†upon entering to speak, and straight out after speaking? How will they enter and exit?
Identify room setup. You should ask questions about the room setup, for instance, will you will be behind a podium, or on a panel? If on a panel, will there be seating behind a table or in separate chairs? If chairs, what kind? This may sound rather anal; however, I’ve seen many presenters on panels who did not know they would be sitting in director’s chairs. If you’re a female in a skirt that happens to be too short or doesn’t easily move when you sit down, this could be rather uncomfortable and potentially give the audience a bit too much to see. Or if your preference is to appear behind a podium and organizers expect you to roam the stage in delivering your remarks, it’s probably best to know that before you arrive.
To allow AV or No AV…that’s an important question. Have you ever showed up with PowerPoint in hand only to learn that there’s no equipment for such use? It may happen more often than you think. Finding out the overall format of the presentation is critical as well as allowances for audio visual equipment, including internet access. Sometimes lack of AV could be a budgetary consideration. At other times, it simply may not suit the program. Make sure to ask about it.
Sure, I like dogs. Who doesn’t? But we did not invite your dog to the conference call. So if you’re taking this call from home, then make sure your dog isn’t in the room. Because dogs are unpredictable, and before you know it they are barking and the call is ruined. Don’t make your dog my problem.
Here’s a good example of Principle #2: Any rational response to “What’s the worse that can happen?†is most likely wrong.
I was meeting my prospective client on the 37th floor. The elevator was crowded, but by the time we got close to my floor, I was the last person on. I had a weird feeling. Then the lights went out and the thing started dropping. The elevator stopped after it went down about 10 floors, and the doors opened and I got out.
People were milling around and I was told there was a malfunction. No kidding. Apparently, a fire alarm was triggered, and that was supposed to send the elevators down at a slow pace. This one just happened to drop more quickly.
I got back on the elevator, believe it or not, and went to my appointment to make my presentation. I didn’t tell the prospective client what happened, but he could tell something was wrong. I eventually did get his business. (Full story on NY Times)
2) If you allow yourself to slip into panic mode, the zombie/mishap will either eat you brains or infect you and turn you into a mindless, snarling, death-dealing horror. Stay calm.
Given a choice between working with someone likely to curl up into a quivering fetal ball when things are going wrong and working with someone prone to venting their anger in the same situation, I think I would go with the fetal ball rather than the venter. A fetal ball can be guided to a quiet corner somewhere to whimper quietly while everyone else sorts things out.
Can you think of a better description of the kind of person you want to be working a meeting with you? You know the moments we’re talking about here. Lamps burn out, speakers freaking out, cable getting kick loose, file corrupt, etc.
Last weekend, veteran AV pro Rick Pillars, a frequent contributor to BML and owner of It’s a Rap Productions, started a Facebook post with these dreadful words: “So, a bad thing happened yesterday. I plugged my USB drive into the show computer.”
In a recent blog post, Pat Ahaesy used three scenarios to illustrate the idea that a lot of production disasters can be avoided through good communication.
Things that sound so simple, but done on the fly due to poor communication can be costly. Things that sound so simple, and done without communicating in advance to your producer can either not happen as you envision or not happen at all
Some examples of “simple” that could be a disaster, but can be avoided with good communication:
Planner wants stage set for 4 person panel with all panelists center stage on high stools and moderator at a lectern, stage right. During chats with another planner, the decision is for the panelists to be seated on two couches on a diagonal. They will omit the lectern and have moderator seated on a chair. The lighting designer and your producer haven’t been told of this change. Of course, the different seating needs to be sourced quickly and the lighting designer has to re-focus his lighting. Much stress and potential errors could occur.
I think we’d all agree completely that good, early communication is crucial to avoid disaster. Why it’s so difficult?
Ahaesy attributes it to budget concerns:
Sometimes management and/or procurement feel that contracting production early in the planning stages can cost more money.
I’m not sure that there’s really that much thought being put into. My guess is that a profound lack of communication is often caused by what I like to think of as the Magic Button Assumption. Professionals that inhabit one area of expertise often assume professionals that inhabit another have a magic button that allows them to make anything that needs to happen happen with no fuss, no muss and no preparation or planning. The funny part is that any they would find any suggestion that they possess a magic button of their own too ridiculous for words.
The reasons a client might be making this assumption are many and it might be interesting to talk about them in future posts. The most obvious is that clients often don’t really understand what it is we do and how the tools we use work.
The more I think about it the more it seems that this phenomenon needs to be part The Principles. It also needs to be explored through the discussion of real life examples. I’ll be tracking some down from my own experience and I would really appreciate it of you would be willing to share your own stories. Feel free to put them in a comment to this post or let me know if you would like to do a guest post.
Or maybe it’s so mundane and ubiquitous it’s not worth discussing at all. One way or the other please weigh in and let us know what you think.
All the recent hubbub surrounding the possible demise of the Delicious social bookmarking service inspired me to get serious and consolidate/organize several years worth of bookmarks scattered across all over the place. The biggest payoff is that I’m discovering a bunch of stuff I never got around to posting. Here’s an oldie but a goody that illustrates an interesting way to deal with a no-show speaker or any other sudden, unexpected lack of content.
The room was already filling up, and the other session slotted that morning wasn’t nearly as popular – virtually everyone was attending that session. The speaker wasn’t going to be able to give the presentation – no problem, I thought, and I told Jennifer to go and get the slides from the sick speaker, and I would volunteer to give the presentation. Now at this time I was still strictly a Notes client developer, and I had done very little Domino development at all. Jennifer contacted the speaker to get the slides, and that’s when the hammer fell – he didn’t have a slide deck for the presentation. Nothing.
During the presentation I kept getting distracted because the partner who didn’t know English would type into a little machine that looked like a labelmaker, then he’d look up, puzzled, and type again on the machine.
Halfway through the presentation it dawned on me that he was typing the filler into an English to Spanish translation device, and couldn’t get “Lorem ipsum dolor†to translate. I lost it halfway through the presentation. Luckily, they had a sense of humor.
…so far in my career, I have been present at several theatre fires, and even extinguished one of them. This series will discuss each fire, and what was done wrong, or right.
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Staff were still waiting on the fire department when the show was scheduled to start. No alarm was pulled when the fire was discovered. A member of the staff went onstage to make an announcement, but at first only said that the show was holding due to technical difficulties. However, at this moment, the sirens of the fire trucks could be heard as they pulled up. The staff member then said that they did have a small fire in the bathroom, but the fire department was taking care of it.
The Dodge Theatre (now the Comerica Theatre) in Phoenix, AZ had its fire alarm activated in July of 2008. What should have resulted was a full evacuation of patrons from the building. Instead, few patrons exited, none were told to evacuate, and those that exited were asked to return, with the alarms still going off.
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It doesn’t matter if you think it is a false alarm, and it doesn’t matter if it is a false alarm: get those people out the door (heck, use it as an opportunity to test your evacuation procedures). Don’t assume they will move on their own. As this video clearly shows (and I have personally witnessed on another occasion) a mass of people will hesitate and wait for specific instructions, especially if no threat is visible. In this case, theatre staff failed to protect their audience.
I really like the idea of thinking of a false alarm as a chance to test evacuation procedures rather than just a inconvenient waste of time. If you’re not in your own home venue, make a point of knowing where everyone needs to go in case the alarm goes off. Especially if it’s likely that you’ll be at the mic or otherwise in a position to get people moving in the right direction.