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Last updated on 2024年6月15日

What do you do if your speaker management tools are failing for your next conference?

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Organizing a conference can be a daunting task, especially when the technology you rely on starts to falter. Speaker management tools are essential for coordinating presentations, scheduling, and communication. But what happens when these tools fail you just before your next big event? Panic might be your first reaction, but there are practical steps you can take to mitigate the issue and ensure your conference remains on track. This article will guide you through troubleshooting your current system, seeking alternatives, and implementing backup plans to save your conference from potential disaster.

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由社区从 14 条内容中精选。了解更多

Fahime N.

Professional English Teacher????
Speaker y Coach Tere Montes

Conferencista y Social Media Coach que ense?a tecnología a emprendedores No Techies y adultos de mi generación baby…
Goran Cvetanovski

Founder Data Innovation Summit, CEO at Hyperight AB, Investor, Producer of AIAW Podcast

1 Assess Damage

When your speaker management tools hit a snag, the first step is to thoroughly assess the extent of the problem. Determine which features are not working and how they impact the event. Is it a scheduling glitch, a communication breakdown, or a system-wide failure? Understanding the specific issues will help you communicate effectively with your tech support team or service provider. Moreover, a precise diagnosis of the problem will be invaluable if you need to seek out alternative solutions or communicate with your speakers about the changes.

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Fahime N.

Professional English Teacher????
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Damage Assessment is?the process for determining the nature and extent of the loss, suffering, and/or harm to the community resulting from a natural, accidental or human-caused disaster.

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Kelly Marylin Sopla Rojas

Profesora docente en Universidad Privada del Norte y Labora para el Programa Nacional Aurora del MIMP
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Segun mi experiencia, el soporte tecnologico como audio visual o IA, es una herramienta de ayuda, se debe continuar con el proceso formativo haciendo uso de tecnicas grupales, dinamicas de eduentretenimiento e incluso de la propia experiencia de vida del auditorio para hacer análisis o resolución de problemas y etc segun tema que sé desarrolle.

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Thomas Dagorn Dias Da Silva????

ChangeMaker/ TEDX Speaker / Plastic artist / Lifeguard
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Analyser la situation (laisser le stress et l'égo un peu de c?té) déléguer à une personne plus compétente et disponible serait plus efficient.

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Goran Cvetanovski

Founder Data Innovation Summit, CEO at Hyperight AB, Investor, Producer of AIAW Podcast
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In general, all processes should incorporate a pre-mortem analysis and have secondary and tertiary solutions in place. Without such a risk management strategy, one can only react to issues as they arise, relying on available resources at the moment. While it is possible to address problems reactively by isolating the issue, identifying the affected processes, decisions, and people, and considering available solutions and their potential impacts, a proactive approach significantly enhances preparedness and efficacy in problem resolution.

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Vitor Hugo Lima da Silva

Analista de TI\ Assistente administra\ Analista de sistema\ Analista administrativo
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Primeiro indeticar o problema na sequência reunir a equipe técnica para discutirmos quais alternativas temos com rela??o que está sendo apresentado pois só assim será possivel tra?ar um plano de contigencia e poder solucionar as falhas pois para cada pessoa será delgado uma fun??o para que seja corrigido a tempo de se iniciar a palestra sempre contar com equipamentos de backup pois se acaso n?o for possivel resolver com equipamento que apresentou o defeito iremos para plano (B) a troca dos equipamento que foram testados antes e est?o em prefeito estado.

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2 Contact Support

Once you've identified the issue, reach out to your technical support team or the customer service of the tool's provider. Provide them with a detailed description of the problem and any error messages you've encountered. Be clear about your event's timeline; urgency is key here. While waiting for a response, document all communication and keep a log of the issue's progress. This will be crucial for accountability and reference if the problem persists or reoccurs in the future.

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3 Explore Alternatives

If technical support is unable to resolve the issue promptly, you must explore alternative speaker management solutions. Look into other software that can offer similar functionalities. In the interim, consider using basic tools like spreadsheets or email to manage your speakers. While these may not have all the features of specialized conference tools, they can serve as a temporary fix to keep track of scheduling and communication until your primary system is back online or a new solution is found.

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Fahime N.

Professional English Teacher????
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Exploring alternatives is a process that: Helps your child identify options for solving a problem. Lets you help your child evaluate those options (without you giving advice) Assists your child in carrying through a plan of action.

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Michel KROU

Project Manager/Consultant-Formateur/Auteur (+225) 0707712485. Orienté résultats et ouvert aux challenges
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Il est envisageable de recourir à des solutions de communication et de collaboration innovantes. Celles-ci peuvent faciliter la communication entre l'équipe de conférence et les participants. Car elles permettent de partager des documents, de planifier des réunions et de discuter en temps réel. Les outils tels que Microsoft Teams ou Google workspace ou bien d'autres peuvent être d'un recours inestimable.

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Thomas Dagorn Dias Da Silva????

ChangeMaker/ TEDX Speaker / Plastic artist / Lifeguard
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Il y à très souvent plusieurs alternatives possibles. Communiquer entre les membres de l'équipe et trouver un ou des points d'ententes est une des clés de la réussite pour un bon management et cohésion d'équipe.

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4 Implement Backup

Having a backup plan is crucial for any event planner. If your speaker management system fails, it's time to put that plan into action. This might involve manual processes like phone calls to confirm speaker details or physical backups of schedules and contact information. Ensure that all team members are aware of the backup procedures and their roles within them. A well-executed backup plan can minimize disruption and keep your conference running smoothly despite technological hiccups.

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Goran Cvetanovski

Founder Data Innovation Summit, CEO at Hyperight AB, Investor, Producer of AIAW Podcast
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This is the most critical aspect of event planning. Review every step of the event from various perspectives, including those of speakers, delegates, sponsors, artists, and suppliers. Try to envision their entire experience and journey, considering what they see, hear, and feel. This process will help you identify both anticipated and unforeseen needs. Once you have analyzed the event from all these perspectives, document all the items and then consider potential issues for each one. Ask yourself, "If this item malfunctions or fails, what is our backup plan, and who is responsible for it?" This constitutes a pre-mortem analysis.

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5 Communicate Clearly

Clear communication with your speakers and attendees is crucial when managing a crisis. Inform them of the issue and outline how it may affect them. Be transparent about what you're doing to resolve the problem, and provide regular updates. If changes to the schedule or other speaker-related information are necessary, communicate these promptly and clearly. Your ability to maintain open lines of communication will foster trust and patience among your speakers and attendees.

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6 Stay Calm

Finally, maintaining composure is vital when dealing with failing speaker management tools. Stress can cloud judgment and lead to hasty decisions, so take a moment to breathe and approach the problem methodically. Keep your team focused on solutions rather than dwelling on the problem. A calm and collected demeanor will reassure your team, speakers, and attendees that you are in control and working towards a resolution.

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Agata Pawlik

International Conference Director
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Staying calm is KEY. Solid crisis management skills and attitude are of help The perception you transmit and your secure approach towards a 'challenging status quo' can win any difficult situation Back up solutions (and Speakers! - incl. the Chairman) have to be always in place! Plus a good dose of Spontaneous Creativity (changing sessions into networking opportunities/ workshops, visit to a site of interest close by, ecc. ) - of No Less Value of the planned speech Being approachable, supportive and always open to offer additional (not necessarily monetary) benefits - can even win new clients, instead of losing the old ones

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Kelly Marylin Sopla Rojas

Profesora docente en Universidad Privada del Norte y Labora para el Programa Nacional Aurora del MIMP
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Ser la persona que guía al equipo es importante, por lo cual aplicar una tecnica corta para centrar y luego recordar el objetivo y que en conjunto se proponga soluciones rapidas y factibles es clave para continuar laborando y desarrollando la actividad, si es posible encargar a 1 integrante vea solucionar dicho problema sino continuar y al culminar analizar para evitar que vuelva pasar.

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Emilio Enrique Pirela Chirinos

Ingeniero Senior en Gestión de Mantenimiento. Consultor certificado SAP PM, MM, PP (SOP-MPS-MRP-CRM-CRP), S/4 HANA,Fiori,Migración, Roll Out, Confiabilidad, Gestión de Activos,Supply Chain, /HPM/QuantityWareOil & Gas .
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La actitud y aptitud del lider ante sitaciones complejas se transmiten en forma lineal al resto del equipo, es por ello la importancia superlativa de manejar con seguridad sin esconder la complejidad de la situación ante el resto del equipo. Esto generará una atmosfera favorable para la toma de decisiones en la resolución de conflictos.

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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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Speaker y Coach Tere Montes

Conferencista y Social Media Coach que ense?a tecnología a emprendedores No Techies y adultos de mi generación baby boomer para conectar y facilitar sus días
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?Saludos! Tener un plan de respaldo brinda tranquilidad. Recuerdo ense?ar a emprendedores a bloguear cuando se fue el Internet. Sin decirles, les pedí escribir en hojas en blanco la lista de temas, keywords y desarrollar un escrito sin tecnología. La audiencia no notó la falta de Internet. Mantener la calma en imprevistos es clave. Además, confía en tu experiencia como speaker. ?Siempre ten un plan de respaldo! Adelante siempre, #TereMontes

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What do you do if your speaker management tools are failing for your next conference?

1

2

3

4

5

6

7

1 Assess Damage

2 Contact Support

3 Explore Alternatives

4 Implement Backup

5 Communicate Clearly

6 Stay Calm

7 Here’s what else to consider

Conferences

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What do you do if your speaker management tools are failing for your next conference?

1

2

3

4

5

6

7

1 Assess Damage

2 Contact Support

3 Explore Alternatives

4 Implement Backup

5 Communicate Clearly

6 Stay Calm

7 Here’s what else to consider

Conferences

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感谢您的反馈

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