Emergency with presentation member to the Client going to be absent. Now problem
statement is to explain the situation to the Client and create the contingency plan for the issues
that would follow with the presentation.
It is a widespread issue these days that the delivery of the presentation gets delayed.
Furthermore, there are several things that we need to work on even after creating the display—
for example, getting delayed or being stuck anywhere. In this case, we have an issue where we
have a member who cannot present the presentation, and we must explain that to the Client. We
must satisfy the Client and make a contingency plan for the emergency issues we face due to our
problems. So, let us see what type of issue we will face and discuss the solutions. Therefore, the
contingency plan will provide different disputes covering the audience about the team member
responsible for the delay or disturbing it. The paper will also control three concerns we need to
convince the Client of concerning an appeal to reschedule the arrangement.
First and foremost, the team needs to devise a strategy to tackle the situation where the
member is absent from presenting the current presentation. Then, the team needs to demonstrate
the exact presentation materials utilizing another scenario. Client can ask a different question
about each of the methods and how to understand the content that the absent member was going
to present. Organization or anywhere, there are what-if scenarios where the team must maintain
plan b in case anyone does not come or for any other reason. Contingency plans are those plans
that teams create to avoid situations like these. This situation handling is crucial within the team
because the organization can get away with a smooth solution and present. The plan is a proposal
on how efficiently a person can circumnavigate the scope of daily operations that may negatively
disturb the establishment's capacity to function (Rezaei et al., 2019).
Audience Members Appear Bored and Uninterested in The Presentation
First, in the presentation, is the audience and their response. It is crucial to know the
audience, and we need to identify the need of the audience and their interests. Moving towards
the fact that the team must move their audience's attention towards them is a challenging job if
you need to know their audience's interest. Nevertheless, if the claim is known, diverting the
audience from a boring topic to make them listen is acceptable for a content creator. Apart from
curiosity, the team needs to identify the level of experience, knowledge background, and
understanding of any topic. So, to tackle this situation, the contingency plan for this scenario can
be to engage the audience with diverting skills of a presenter and side members. To identify the
audience's needs and create the opportunity for them to catch the presentation exciting and their
gain is related to the exhibit.
Another solution is to make the audience look at the display after a short time. Keep them
engaged by reminding them to look at the display quickly so they can interact with the team. It is
also earnest that the team emphasize the performance and explain the reasons and advantages to
the audience by defining the areas of generating research questions from the exhibition. The
audience member's focus can be attained by creating a diversion at short intervals. Interact with
them so they cannot divert themselves from this point. These are the main factors the team needs
to focus on to make the contingency plan for this scenario.
The Audience Repeatedly Interjects the Presentation with the Resistance
Team members know the product, and they have whole experience with the product as
well. Nevertheless, the main problem arises when anyone interrupts the presentation. So, to
tackle this situation, the team has to be interactive, as anyone who has questions at any point
would not hesitate to ask when a team member is interacting with the audience. Handling
objections or questions is critical in attending to the audience's response. When the team listens
to the queries or any objection as an improvement, it would not feel like a personal attack. The
team has the dilemma of defending their reason or statements as a false assumption about the
presentation. Just explaining the issue or product knowledge is enough for the audience if you
have the proper knowledge. Being defensive is a wrong strategy in production. Any question that
arises in the middle can be attended with the answer like, "how do you think we should lead it to,
or is there any other way you have in your mind?" or "can you please add value to the product
knowledge? This would help us know the concerns of our audience.". Also, team members can
reaffirm the opposition before generously giving away the answers (Shanholtzer et al., 2019).
The other methods of conducting grievances comprise disagreeing with the audience, utilizing
stories from the past, and waiting before answering an objection.
The Audience experiences inconveniences
This reason is standard in organizations, but every time it happens, we have that tension
build up in the environment due to the stress we have about the rescheduled session.
Nevertheless, the main thing is about the current session of presenting the issue that happened.
To ease the audience about the problem is to provide solid reasons to believe in, and reasons
should be compelling for them to create an opinion about the team and product. In this case, the
best contingency plan is to apologize for any inconvenience and reinstate whenever any member
seems to be alluded to by the rescheduled presentation session. This would provide them a level
of easiness that the team is serious about the issue that has happened.
Moreover, they would remember the problems that could have happened and why they
had to reschedule the presentation. The postponement should be explained openly to the
audience. Also, the communication should be straight and to the point. No long explanation
required from the team is needed. It is vital to demonstrate to the audience the that you value
them, and rescheduling the presentation means you want to give it despite the cancellation
(Ehlen et al., 2018). There is also an excellent plan to include suggestions or any changes for the
next time if anything happens or what to adopt next time. This would enable a sense of belief in
the audience about how to best avoid these situations.
When the Audience Asks Questions, the Presenters Should Have Some Answers
This is the most common problem about the presentation, but also this could be the most
challenging issue that we face in this scenario. Every member should be ready to explain the
product knowledge again with other words when asked a question. If there is doubt in the
audience member's mind, he can clear that point from the product knowledge itself. However, if
the issue persists, try to avoid being over-smart and providing a wrong answer to the audience.
This would increase the disbelief about needing to prepare for the presentation, which would
make you reschedule. Consequently, to deal with this during the creation, regulate how and when
the crew takes questions throughout the presentation. (Kocaoglu et al., 2019). The reverse
strategy can answer these types of scenarios. We can ask the audience to simplify the question if
we need help understanding it or have problems answering it. This would give us some time to
brainstorm ideas and create the opportunity for us to think about possible solutions. Furthermore,
the team may gather previous inquiries, allowing enough time to plan the presentation while still
addressing the audience's needs. Doing this accurately will give the audience enough time to
think of questions thoughtfully.
Areas of Apprehension the Client Has Based on Past Reschedule Request
This would be the problem in the Client's mind when the team makes a rescheduling
request. The Client has a mindset about the presentation, and when the team asks about the
rescheduling, it creates concern about the task itself in the back of the Client's mind. It is also
possible that the Client thinks about the difficulty of studying for the team. Then in this scenario,
the concentration is shifted to the assignment involved. The Customer is concerned about the
request, but he thinks more about the completion of the study or any effects on the job's progress.
Another concern about the rescheduling request that would arise in this scenario can be
the team itself. There is also a possibility in the back of the Client's mind that the team needs
coordination or problems happening within the group that would be problematic. The Client
could also think about the incompetency of the team that they cannot pull off the job now, and
the audience could be questioning the team's information about the creation. Furthermore, the
Consumer seeks more information and is mindful of the advantages of a presentation's
The Client could think about the possible outcomes if this reschedule is made. Of course,
this could impact the project and create impacts that are not even associated with it. However,
that is natural for the Client to overthink the possible mishaps about the project delay or
cancellation. However, this makes the Customer seek more explanations from others.
Considering the contingency plans for the rescheduling process and issues from the
audience can be dealt with different solutions, and others could also think of different answers.
That is why contingency plans are made up according to the scene because everyone can lead the
scenarios to their understanding, and it could lead them to different results and solutions. So, the
team must focus on project and audience knowledge to make contingency plans. Goals are the
main objectives, and audiences can be confusing sometimes, but mostly, they are the critical
point to make the presentation successful if you have a grip on your audience.
Ehlen, P., Gibbon, D. C., Gilbert, M., Johnston, M., Liu, Z., & Shahraray, B. (2018). U.S. Patent
No. 9,959,260. Washington, DC: U.S. Patent and Trademark Office.
Hanifa, R., & Yusra, S. R. (2018). Insight on Delivering Oral Presentation: Preparations,
Problems, and Solutions. International Journal of Learning and Teaching, 4(4), 318-325.
Kocaoglu, B., Araujo, P. H., & van Eck, C. F. (2019). How to Make a Good Poster Presentation.
Essential Methods Handbook for Clinical Orthopaedic Research (pp. 219-225). Springer,
Shanholtzer, B., Thoron, A., & Bunch, J. C. (2019). [WC337] Tips for Delivering Effective
Presentations. EDIS, 2019(6), 4-4.
- Case Study
- Contingency Plans
- The Audience Repeatedly Interjects the Presentation with the Resistance
- The Audience experiences inconveniences
- When the Audience Asks Questions, the Presenters Should Have Some Answers
- Areas of Apprehension the Client Has Based on Past Reschedule Request