It is not unusual for a meeting or conference agenda to fall behind. This can happen for a number of reasons, but one of the most common is speakers running over their assigned presentation times. If you are asked to be a presenter then you have a responsibility to keep within your assigned limit, to do otherwise is indulgent and disrespectful of those with whom you are sharing the platform, and to the meeting planner who painstakingly developed the program. Demonstrate professionalism and consideration. Be prepared.
You may have already experienced being that presenter who is the victim of the prolonged agenda. The scenario usually goes something like this. You are the last, or close to last, speaker on the agenda. Out of the corner of your eye you see the meeting planner approaching with a stealth-like stride. Your inner voice sighs, “Uh, Oh.”, as your body goes tense. Sure enough, you are asked to cut your 30-minute presentation, which you worked so long and hard to prepare, down to 15 minutes. Your mind races as your presentation flashes before your eyes. What slides should I cut? What stories should I dump? Shall I speak double time?
Spare yourself this anxiety and be prepared with a Plan B, and possibly a Plan C. Practice the abbreviated versions in the same way as you would your full presentation.
To determine how to make the edits consider these three questions:
1. What is the most relevant content for this audience?
2. What is the most compelling information?
3. What are the most compact stories and examples?
(Choose stories and examples that require minimal set up and narrative.)
Other Tips to making Edits:
– Determine the content that is a “need to know’ for the audience versus ‘a nice to know’. The ‘nice to know’ information is the disposable one for your plan B and C
– Time each story or example so that you know how long it takes to deliver. Always practice in real-time and at performance level. Speaking more quickly is never a good solution.
– Limit the number of slides and number of bullets. You can always expand when time allows. Not every idea has to be displayed in your slide show.
– Calculate the length of your Q and A and include this as part of your assigned time. This timing is often overlooked or poorly estimated