Timing is Everything!

Timing, Timing, Timing! One of the most frequent comments from speakers is that the time allotted to their program was not available because “everything ran a little late.” Some well-meaning individual ran over on his or her agenda item…coffee break or lunch ran late…we got a late start…etc. Not fair to anyone. Your speaker has prepared the presentation based on your original instructions. The real pro can edit on the fly, but why would your organization what to cheat itself out of something to which its members are entitled (and for which you’ve paid good money)?

1. Build some flex-time into your agenda. For example, 20 minute breaks can be shortened to 10 minutes when you need to gain extra time.
2. Relieve pressure from your speaker. If you do run overtime, tell your speaker in advance of his/her program whether you want him/her to complete the presentation at the designated time OR to go ahead and present the entire program. There is a big difference. Be sure you notify your audience, too, so they aren’t watching the clock.
3. Remind ALL speakers (paid, introducers and others) immediately prior to their turn that their time is limited to a maximum of X minutes. Give them a specific wrap time. Use a lectern clock. Set it 5 minutes fast, and don’t tell anyone.
4. The biggest offenders of time over usage are senior executives. It may be difficult to keep them on track, but you must respect the interest of your audience. Remember that your professional speaker is a major investment in your program. You want to get the most from his/her session. A gentle reminder to the boss that “the person who follows you is paid to be here and we want to get our money’s worth” will trigger cooperation.
5. Assign a timing function (and you must have a time-keeper) to a member of your team. He/she stands at the back of the room and holds a hand up for time cues that indicate 10 minutes remaining, 5 minutes and 1 minute to wrap. Be vigilant in wrap times.
6. Be vigilant in start times also. If you schedule an 8:30 start, stick to it even if others wander in late. This shows respect for those who made the effort to be there on time. Apply the same rules at breaks. Make it work and it will.
7. Begin at 7:54 instead of 8:00. The unusual time stands out on the agenda.
8. Use buffet lunches. Encourage people to get their refreshments at breaks and bring them back to the meeting room.
9. If you call a 15-minute break, appoint someone to walk to the refreshment area at 10 minutes and announce a return to the room. Start the meeting at exactly 15 minutes. You teach participants that you are serious about the timing of your program.
10. If your conference is two days or longer, make an announcement each evening. “Morning sessions begin at 7:54am sharp. Please be on time.”
11. If there is a bar (cash or comp) especially at evening sessions, restrict the length of time it’s available. Open it again only after the formal portion of your evening has ended. Remember, many speakers reserve the right to decline conducting their presentation if they must perform against excessive indulgence or if the delay is hours past the designated start time. Fair is fair; too much consumption only cheats your audience and adds pressure to your speaker.