TIME MANAGEMENT

1. TIME MANAGEMENT
CHANDRAGIRI VIJAYAN SAIKRISHNAN

2. INTRODUCTION
Time management is one of the key factors to success in any field of work. It is important for your
personal life and for your career. Time management teaches you patience and how to tackle difficult
tasks in a given space of time. The same is true in public speaking. In fact time management is
magnified in public speaking. Unlike your personal life where it may only be you watching the clock,
when you are public speaking you have an audience also watching the clock for you.

3. 1. Practice with a timer. This is the best way to know if your material is suitable (time-wise) for the occasion. If you
have 30 minutes but find that you can only cover half of your material within that time, you have a problem
need to rethink the presentation. Better to rethink it before the day of the event rather than find yourself in a
difficult situation on stage.
2. Have a plan to cut material. Logistics will not always be within your control and your speaking time might be
unexpectedly reduced. If you are told, 20 minutes before you begin speaking, that your scheduled one-hour
presentation must now be delivered in 45 or even 30 minutes, can you adjust quickly and calmly? You should
which material to cut. If you have a slide presentation, you should also be able to open Slide Sorter (in
or Light Table (in Keynote) and know exactly which slides to pull.
3. Double down. Prepare two versions of your presentation, one long and one short. This way, a quick switch can
be made if the situation calls for it. I especially recommend this approach if you have a speech or presentation
you deliver on a regular basis.

4. 4. Prepare a detailed handout. Having a document (not a copy of your slides) that contains all the necessary
information about your subject will allow you to focus on what is most important during the presentation. You
will not feel compelled to cover every possible point. Not only will this make for a better presentation, it will
make for a shorter one as well.
5. Arrive early. Make sure that the room is set up properly and that all necessary equipment is working.
6. Reconfirm your speaking time. Before starting, it is always a good idea (as well as polite) to reconfirm your
speaking time with your host or the event planner.

5. 7. Let the audience know of any time changes. If the previous speakers have run over time and you have to
cut your presentation from one hour to 40 minutes, let your audience know that in the interests of time you
keep your remarks to 40 minutes. Doing so will put many members of the audience (who will likely be
at the previous speakers for going over time) at ease, especially if yours is the last presentation before lunch
a break.
8. Monitor your time during the presentation. You should have a clear idea as to where you should be in the
presentation at a couple of key points, especially half time. If you reach the half way point and are behind on
time, you will need to think about cutting, which should not be too problematic if you know what to cut
2) and have details on the cut material in your handout (Point 4). For ideas on how to monitor your time, see
Point 9.
9. Wear a watch. The room in which you speak might not have a clock on the wall, or the clock might not be
easily visible.
(a) If you are speaking at a lectern, or have a table to which you will return during the talk (for example, to
up a prop) place your watch on the lectern or table with the face up so that you can quickly check it.
(b) You can also use a smartphone for which there are all kinds of timing applications.
(c) Another alternative is to have someone at the back of the room signal you at set times during the
presentation (half time, 15 minutes left, 5 minutes left, etc.).

6. 10. Allow time for questions. Some speakers encourage the audience members to interrupt with
questions at any point during the presentation. This approach is good for demonstrating confidence,
being responsive to the concerns of others and building rapport with the members of the audience.
11. Invite people to approach you afterwards. If you are running out of time but there are still questions,
invite people to continue the conversation with you during the next break.
12. Seek permission to go beyond your allotted time. Sometimes, the audience will want to hear more
from you about the subject. If you are one speaker among many at special event, you should not go
time. Instead, continue the conversation at the break (Point 11). However, if you are the only speaker, the
polite thing is to confirm with the organizer and audience whether continuing would be permissible
if so, for how long.
Reference:https://mannerofspeaking.org/2012/01/22/speakers-its-about-time-and-how-to-manage-it/