Speaking To Time - Learn How to Avoid Overrunning

Speaking to time - Hands up if you get frustrated by speakers who overrun!

Presenters who have not mastered the art of speaking to time are one of my pet hates, and it seems that I am not alone. Overrunning is one of the most common complaints in both the business and community sectors. Few people appreciate speakers who fail to respect their audience's time.

The consequences of poor presentation timekeeping

Audiences get bored by overlong presentations, and some members may even walk out
overrunning results in a loss of respect and ultimately to a reduced audience buy-in for your ideas, products or services
Speaking too long also eats into following presenters time, antagonising fellow speakers and event organisers as a result
Likewise, poor timekeeping prolongs meetings unnecessarily, wasting valuable time
Furthermore, going overtime prevents meaningful Q&A after your presentation

How can you avoid becoming a speaker who runs over?

First, prepare your presentation properly

Double check your time slot in advance
Speaking slot times can and do change, so make sure that you check in with the meeting organiser. Be so doing you will ensure that you avoid any nasty surprises and keep in the good books of the event organiser
Always develop your script to fit 80% of your allotted time
Never aim to fill the entire time slot with speaking! Aiming for 80% increases the likelihood that you will finish on time or even a little under it. (Nobody minds a speaker who concludes a few minutes early!) Knowing your average speaking speed makes this relatively easy. For example -I speak at between 100 and 120 words a minute when presenting, so I can calculate roughly how many words I need for a specific time slot. For me, a 5-minute speech needs around 600 words.
Rehearse your speech and get someone to time you.
Fine tune your content by practising it out loud to ensure that you stay within the 80% rule. Don't be afraid to sacrifice some of your non-essential stories in the service of clarity and brevity

Secondly, use an external indicator to help you stay on time

Is there a clock in the room that is visible to the speaker?
A clock is the most basic indicator, but it relies on you to remember to look at it and to remember when you need to be wrapping up. In the heat of the moment, when you are in full flow, it's not uncommon to forget about the clock altogether
Is there a countdown timer?
Countdown Clocks provide second by second feedback on how much time you have left. Check in advance if this facility is available and, if so, it's location. Of course, you still need to remember to glance at it from time to time but it is a handy tool and hence will help you stay on track.
Is there a timing lights system?
Some conferences and meetings provide speakers with a clear indication of their remaining time using lights. These usually take the form of either a single red light or a set of coloured traffic lights. I prefer this method to a countdown timer because I find it less distracting but just as useful. Remember to check what time the various lights come on and then change.