Last updated on Jul 15, 2024

Here's how you can effectively manage unexpected challenges or changes in your schedule as a public speaker.

As a public speaker, you know the importance of preparation. But what do you do when sudden changes throw your schedule into disarray? Managing unexpected challenges is crucial to maintaining your composure and delivering a successful presentation. Whether it's a last-minute venue change, a shift in your speaking slot, or a technical hiccup, staying flexible and ready to adapt is key. Here's how you can effectively navigate these situations to keep your cool and captivate your audience.

1 Stay Prepared

Preparation is your best defense against the unexpected. Always have a well-rehearsed plan but be ready to modify it on the fly. Familiarize yourself with your material so you can easily adjust the length or focus of your speech. Keep backup copies of your presentation on different devices, and consider having a hard copy. Know your main points well enough that you can deliver them without slides if necessary. This level of preparation ensures you remain unflappable, no matter what happens.

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Kathy Allison MBA, MPA

Financial Planner and Analyst, Hire Our Heroes Fellowship Grad, Military Controller & Budgeting, Army Veteran
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I always prepared to give my speaking events with live web examples, knowing that the hosting networks aren’t always compatible, I also prepared my event with plan B -slides with static screen shots if the liveweb wasn’t cooperating or the sites weren’t loading in a timely manner. This way the receiving audience wasn’t victim to technology.

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2 Embrace Flexibility

Embracing flexibility is essential for managing schedule changes. If your speaking time is moved up or pushed back, use the extra time to go over your notes or to relax and refocus if you have less time than expected. Being mentally prepared for such shifts means they won't throw you off balance. Remember, your ability to adapt not only reflects your professionalism but also sets the tone for how the audience perceives you.

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3 Communicate Clearly

Clear communication with event organizers and technical staff is vital. If changes occur, discuss them promptly to understand the new expectations and to convey any needs you might have. This ensures everyone is on the same page and can work together smoothly. Effective communication also involves informing your audience of any changes that affect them, such as a different room or time for your talk, maintaining their trust and engagement.

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4 Maintain Composure

Maintaining composure in the face of change is a testament to your professionalism. Practice deep breathing or mindfulness techniques to stay calm. Your audience will look to you for cues, so a composed demeanor reassures them and keeps their attention on your message. Remember, the audience is generally forgiving of unforeseen issues, especially if you handle them with grace.

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5 Utilize Support

Don't hesitate to lean on your support network when challenges arise. This could be event staff, fellow speakers, or even friends who can offer assistance or advice. Having someone to help troubleshoot technical difficulties or to provide moral support can make a significant difference in how you handle the situation. Support networks are invaluable for helping you stay focused on delivering an impactful speech.

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6 Adapt Content

Finally, be prepared to adapt your content if necessary. If your speaking slot is shortened, know which parts of your presentation can be trimmed without losing the essence of your message. Conversely, if you need to fill more time, have additional anecdotes or data points at the ready to expand your talk. Being able to tailor your content quickly and effectively ensures that your audience always receives a coherent and engaging presentation, regardless of time constraints.

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Joel Dupont, CSM®, PMI-ACP®, PMP®, Prince2®

"The delivery guy" aka as Senior Project Manager & Agilist at Guidewire Software 🔹 Speaker, student and experimenter of communication
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To handle changes to your allocated time, it is convenient to have an "accordion speech" that you can extend or shorten based upon the available time. The key message is the same but the number of points and stories to support your central theme varies according to time. For example, 30 minutes and you can cover 3 tips, 20 minutes 2 tips ad 10 minutes only 1 tip.

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Anthony Horng CED

Bilingual Master of ceremonies, Communication Skills Trainer & Event Designer. CED | Helping Event Owners engage with their participants by designing strategic speeches and presentations to Captivate, Inspire and Connect
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I always take time before an event to be that person that is hovering and listening in to those informal conversations. They are a gold mine of information that are genuine and can be used as your plan b to add extra content or adapt your content. Eg. I always take time before an event to hover and listen in on informal conversations. These are a gold mine of genuine information that can be used as your plan B to add extra content or adapt your presentation. For instance, at a recent conference, I overheard attendees discussing how delicious the little pastries were at the coffee break. I used this to add an extra insight to my talk, comparing those pastries to unexpected surprises, just like the additional point I wanted to share.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Here's how you can effectively manage unexpected challenges or changes in your schedule as a public speaker.

1

2

3

4

5

6

7

1 Stay Prepared

2 Embrace Flexibility

3 Communicate Clearly

4 Maintain Composure

5 Utilize Support

6 Adapt Content

7 Here’s what else to consider

Public Speaking

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Here's how you can effectively manage unexpected challenges or changes in your schedule as a public speaker.

1

2

3

4

5

6

7

1 Stay Prepared

2 Embrace Flexibility

3 Communicate Clearly

4 Maintain Composure

5 Utilize Support

6 Adapt Content

7 Here’s what else to consider

Public Speaking

Rate this article

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