"I apologize for being late" are five words that should never come out of the mouth of someone who is addressing an audience.
And yet, many speakers often arrive at their engagements late. While some situations can’t be avoided, there are things that a speaker can do in overcoming travel problems that threaten to delay the presentation of his remarks.
What are some of the things to remember about overcoming travel problems?
Among them:
ALWAYS overestimate the time needed to reach a location when traveling by car. A speaker should add at least an extra hour on top of the estimated time it will take him to reach a location where he is speaking to compensate for problems such as traffic. And there advantages to arriving early, which are discussed below
When traveling by plane, a speaker should guarantee he is booked on a flight that will arrive well in advance of his presentation. This is necessary to make sure he has ample time to arrive from the airport, check into a hotel if he staying over, and review the room where he is speaking
Along with overcoming possible travel problems as discussed above, success also demands knowing how to deal with situations that come out of nowhere such as flight delays, inclement weather or others. Overcoming travel problems in situations where a speaker has no control demands that he has contingency plans.
Contingency plans may involve having someone brief an audience on what he planned to share as a result of them having been previously provided with literature, advance copies of a speaker’s notes, information emailed to them, through a phone conversation, etc.
As with arriving for anything, there are also three arrival times for a speaker - early, on time, and late. And while on time or with only a few minutes to spare might be acceptable, one of the other arrival times is advantageous, while the other can lead to disaster:
-An early arrival provides a speaker time to check the room where he will be speaking, along with testing audiovisual equipment. It also allows him time to take care of any personal needs, relax, and - if he has arrived early enough -
review his comments one final time
-On the other time, a speaker who arrives late not only keeps an audience waiting, he eliminates the time he could have used for final preparations. Along with also not allowing him a chance to relax prior to his comments, a speaker who arrives late is far more likely to be in a frenzied state than even one who has arrived exactly on time
Overcoming travel problems can’t always be avoided. But there are times when they can. And there are still preparations that can be made to save the day in situations where they cannot be averted.
Author: Martin Ng
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