Time Management - The Presentation Paradox

I recently attended a 90 minute men's group meeting whose purpose was to motivate and inspire.

The Meeting Agenda was as follows:

• Welcoming remarks and introduction - 12 minutes
• 1st Presentation - 12 minutes
• 2nd Presentation - 10 minutes
• 3rd Presentation - 10 minutes
• 4th Presentation - 10 minutes
• Short 5 minute break
• 5th Presentation - 12 minutes
• Final Presentation - 15 minutes
• Close

The meeting started four minutes late.  Here are the timings of each presentation.

• 1st - 14.5 minutes
• 2nd - 12 minutes
• 3rd - 11 minutes
• 4th - 19.5 minutes 
• 5th - 4 minutes
• Final - 15 minutes

What was scheduled for 69 minutes took 76 minutes.  No big deal right?

It was a big deal because it effected the audience, the "flow" of the program, and caused the fifth presenter to chop their remarks by 60%, in order to get the program near it's agenda.

Timing Rules for Presentations

1. Start right on time.  If you start late you push everyone back for the rest of the day.
2. If things start late, the first presentation has the job of ending early to get things back on time.  Otherwise, see rule one.  If the first presenter misses this it is up to the second presenter to get things back on track etc.
3. Understand that the "biggest" speakers are usually at the end of the program, or end of the day.  It was a MAJOR problem when the 4th presenter took TWICE their allotted time.  There is NO excuse for that.  The usual comment would be to ask why that person didn't get signaled to finish their remarks. That is a tough one as it is really hard to signal a non-professional speaker, and communicate that they need to finish, without totally throwing them off their game and disrupting the presentation.  Professional's would not have that problem as they end on time.
4. Don't run long.  In fact, make it a game to end on time.  I can remember Elizabeth Dole's speech at a National Political Convention.  She had a specific amount of time and if you watch the tape you can see her finish and subtly tap her watch.  Apparently, she finished on the exact second.  The audience will punish you for running long by pulling out the smartphone, iPad, Blackberry, or engaging a neighbor in a whispered conversation.

Timing seems like a little thing, after all what is five minutes either way?  Unfortunately it is never JUST five minutes.  Be a professional and know your presentation cold.  Plan on a 50%, 75% and 100% version.  Lift your head out of your notes and see how things are running on the agenda.  You will be a hero if you truncate your remarks to get the program back on time.