When a Presentation Goes Bad: Lessons in What Not to Do

We’ve all been there—sitting through a presentation that feels like it’s unraveling in real-time. The speaker is losing control, the room is confused, and you can practically feel the discomfort. Presenting to executives, stakeholders, or colleagues is more than just standing up and speaking; it’s about delivering valuable insights in a coherent, structured way. Unfortunately, not every presentation hits the mark. Here’s a breakdown of key pitfalls that can derail even the best-prepared presentations—and how to avoid them.

1. Failure to Follow a Proper Format: Use Completed Staff Work (CSW)

Presentations, especially in professional or executive settings, should follow a structured format like Completed Staff Work (CSW). CSW emphasizes thorough research and preparation, so decision-makers can focus on your recommendations without digging through unnecessary data. Winging it, or improvising on the spot, is a recipe for disaster. Your presentation should be clear, concise, and comprehensive. In other words, don’t present an unfinished draft to an executive audience.

Fix: Develop a clear outline before you begin. Ensure that your presentation follows a logical progression, from the introduction to the conclusion, and make sure that all of your recommendations are backed by solid data.

2. Interruptions by Presenters or Executives: Stay on Course

Nothing derails a presentation faster than constant interruptions—whether by the audience or, even worse, by the presenter. Presenters often make the mistake of getting sidetracked with unnecessary commentary or trying to please key people in the room. This not only disrupts the flow but can also make you appear unprepared. On the flip side, executives who “work the presentation” by interrupting can throw off the speaker and the narrative.

Fix: Stick to your plan. If interruptions come from the audience, politely ask to address questions at the end. If you feel the urge to make small talk to calm your nerves, refocus on your core message. Thorough preparation will help you stay composed and avoid veering off course.

3. Avoid the Executive Tug-of-War: Let the Presentation Breathe

Executives often jump in with “quick questions” or corrections during a presentation, but this can derail the entire flow. This not only interrupts the speaker but can also make the presenter seem underprepared and reduce their confidence. Worse, when multiple executives chime in mid-presentation, it can signal internal disunity, leaving the team looking uncoordinated.

Fix: Encourage executives to hold questions until the end, unless they’re crucial to the understanding of the presentation. Address this expectation at the beginning of your talk to create a smoother, more focused delivery.

4. What’s That in Your Back Pocket?

“Back pocket information” refers to data, facts, and figures that don’t make it into the main presentation but are readily available if needed. You never know when a senior leader will ask you to dive deeper into a specific point, so having extra, well-researched details can save you from being caught off guard.

Fix: While your presentation should be streamlined and focused, prepare supplementary materials that provide more depth. These can include industry benchmarks, recent trends, or supporting data for your key recommendations. For example, if you’re presenting on market growth strategies, having figures like the 12.5% rise in digital ad spending in 2023 can add credibility if questioned.

5. Don’t Overload the Presentation, But Be Ready

While it’s good to have extra information, it’s important not to overwhelm your audience. According to statistics, 58% of executives prefer clear, focused presentations without an overload of data that dilutes the core message. However, you should have additional facts ready to support your claims in case tough questions arise.

Research by Harvard Business Review shows that 80% of senior executives believe many presentations lack focus on actionable insights. Presenters often try to cram too much into their slides, causing confusion. Having “back pocket” information ensures that you can answer unexpected questions while maintaining clarity in your primary message.

Fix: Aim for a lean, impactful presentation that gets to the point quickly. Keep detailed data for Q&A sessions or as appendices in a follow-up document.

6. Don’t Undermine Your Colleagues: Present as a Team

If you’re part of a team presentation, unity is key. Nothing looks worse than presenters contradicting or undermining each other. Sarcastic comments or subtle jabs can make the whole team look dysfunctional, regardless of how good the content is. When presenting with multiple people, the narrative needs to be seamless.

Fix: Choose one person to lead the presentation, if possible. If multiple people are speaking, rehearse thoroughly to ensure the message is consistent and transitions are smooth. Practice resolving any internal disagreements before stepping in front of an audience.

7. Stop Making Excuses for the Presentation

Even if things go wrong during your presentation, never apologize or make excuses. Apologizing for poor visuals, missing data, or admitting that you’re nervous only draws attention to the problem and makes you look unprepared. Instead, focus on delivering your content with confidence, even if it’s not going perfectly.

Research from the American Psychological Association suggests that presenters who express insecurity lose credibility with their audience. In contrast, those who maintain composure—even when things don’t go perfectly—are seen as more competent and trustworthy.

Fix: If something goes wrong, roll with it. Acknowledge technical issues briefly and move on. Your confidence will leave a stronger impression than any minor mistake.

8. Research First, Present Later

Many failed presentations can be traced back to one issue: a lack of thorough research. The Completed Staff Work (CSW) process emphasizes that all relevant data and solutions should be fully researched before presenting to decision-makers. Trying to “work through” your ideas in front of an audience is a recipe for disaster.

Fix: Prepare as if your audience knows more than you. Have your research solid, anticipate possible questions, and be ready to present your findings confidently. This will allow you to stay on top of any challenges that come up during the presentation.

9. When Multiple Stakeholders Are Involved: Align Beforehand

Presenting to multiple decision-makers can be tricky if they’re not on the same page. The last thing you want is for internal disagreements to play out in front of your audience, creating confusion and undermining your authority as the presenter.

Fix: Before presenting, ensure that key stakeholders are aligned on the core issues. If there are differences in opinion, resolve them in advance. This prevents awkward in-meeting debates and lets you focus on delivering your message smoothly.

Final Thoughts

By incorporating these key principles into your presentation strategy, you can avoid common pitfalls and ensure that your next talk is polished, well-received, and impactful. From staying on course to preparing “back pocket” information, these tips will help you build confidence and deliver a presentation that hits the mark.