How can you create a presentation backup plan?

1 Save your slides

The first step of your backup plan is to save your slides in multiple formats and locations. You don't want to lose your work or face compatibility issues when you plug in your laptop or flash drive. Save your slides as a PDF, a PowerPoint, and an image file, and store them on your device, a cloud service, and a physical storage device. This way, you can access your slides from any device and platform, even if you don't have internet connection or software.

2 Bring extra equipment

The second step of your backup plan is to bring extra equipment that you might need for your presentation. This includes cables, adapters, batteries, chargers, speakers, microphones, pens, paper, and any other tools that you use to present. You never know when something might break down or run out of power, so it's better to be prepared than to rely on the venue or the organizer. Having extra equipment can also help you troubleshoot any technical problems that might occur.

3 Practice your speech

The third step of your backup plan is to practice your speech without relying on your slides or notes. You want to be able to deliver your message clearly and confidently, even if you can't show your visuals or read your cues. Practice your speech out loud, with a timer, and in front of a mirror or a friend. Focus on the main points, the transitions, and the examples that support your argument. Memorize your opening and closing statements, and use keywords or phrases to remind you of the rest.

4 Have a handout

The fourth step of your backup plan is to have a handout that summarizes your presentation and provides additional information. A handout can be useful if you have to cut your presentation short, if you can't show your slides, or if you want to reinforce your message and provide references. A handout should include your name, contact details, title, main points, key data, sources, and a call to action. You can print copies or share them online, depending on your audience and setting.

5 Prepare for questions

The fifth step of your backup plan is to prepare for questions that your audience might ask. Questions are a sign of interest and engagement, but they can also be challenging and stressful. To prepare for questions, anticipate the most common or difficult ones that might arise from your topic, your audience, or your slides. Write down your answers and practice them out loud. You can also prepare some questions of your own, to stimulate discussion or feedback.

6 Be flexible and calm

The sixth and final step of your backup plan is to be flexible and calm in case something unexpected happens. No matter how well you prepare, you can't control everything that might affect your presentation. Instead of panicking or giving up, try to adapt and improvise. Use humor, storytelling, or anecdotes to keep your audience interested. Ask for help or support from the organizer or the audience. And most importantly, remember why you are presenting and what value you are offering.

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?