Last updated on Aug 1, 2024

You're hosting a conference session. How do you manage a speaker who always exceeds their time limit?

Hosting a conference session can be a rewarding experience, but it's not without its challenges, especially when it comes to managing time. Speakers who exceed their allotted time can throw off the schedule and potentially frustrate attendees. If you're in charge of a session, it's important to handle time management delicately but firmly to ensure the conference runs smoothly. Here's how you can manage a speaker who tends to overstay their welcome on stage.

1 Set Expectations

Before the conference begins, it's crucial to communicate clearly with your speakers about the importance of adhering to their time limits. Make sure they understand the schedule and how their adherence to it affects other speakers and the audience. Setting these expectations early can often prevent issues before they arise. Remind them that the audience will appreciate a concise presentation, and encourage them to practice their speech to ensure it fits within the given timeframe.

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Eva Collado Duran

"Pongo en valor a personas y organizaciones para que encuentren, desarrollen y proyecten su mejor versiÃ³n en un entorno cambiante, complejo y digitalizado" CONSULTORA, FORMADORA, CONFERENCIANTE INTERNACIONAL Y ESCRITORA.
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No hay error mÃ¡s grande que pueda cometer un conferenciante que no cumplir el tiempo establecido para su intervenciÃ³n . Supone una falta de respeto tanto para el pÃºblico como para los organizadores. En la preparaciÃ³n y ensayo estÃ¡ el Ã©xito, si eres organizador recuerda cuantas veces sea necesario que el tiempo es el que es y que si no se atienen serÃ¡n interrumpidos â€¦ un conferenciante profesional sabe que debe hacerlo.

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2 Use Timers

During the presentation, visual cues can be very helpful for speakers to manage their time effectively. Consider using a timer that is visible to the speaker but unobtrusive to the audience. This could be a simple countdown clock at the back of the room or a more sophisticated system that includes warning lights that change color as the end of the allotted time approaches. This gives speakers a constant reminder of how much time they have left without interrupting their flow.

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RocÃo MartÃn Villalba

Coach Personal y de ComunicaciÃ³n. Formadora especialista en ComunicaciÃ³n, Soft Skills y mejora de la Empleabilidad. Orientadora Laboral
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CeÃ±irse al tiempo que nos marca la organizaciÃ³n es una de las claves que diferencia a los/las buenos/as oradores/as de los/las mediocres. Sin embargo, no siempre es fÃ¡cil ajustarse al tiempo que nos marcan. Esto se logra practicando con antelaciÃ³n la conferencia e interiorizando el tempo. Por su parte, la organizaciÃ³n puede utilizar temporizadores, avisos luminosos o auditivos discretos, de manera que no interrumpan al conferenciante ni a las personas asistentes. Pero insisto en que la clave estÃ¡ en el conferenciante quien, con su entrenamiento, debe ser capaz de ajustarse al tiempo establecido.

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3 Gentle Reminders

If a speaker does begin to exceed their time limit, it's often best to start with a gentle reminder. This can be done discreetly, with a prearranged signal or a quiet word from a session assistant. The key is to avoid embarrassing the speaker or disrupting the presentation while still conveying the urgency of the situation. A well-timed reminder can nudge a speaker back on track without the audience ever being aware there was an issue.

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4 Direct Intervention

In cases where gentle reminders fail, more direct intervention may be necessary. This could involve walking up to the stage and signaling to the speaker or even interrupting the presentation if absolutely necessary. While this approach can be uncomfortable, it's important to maintain the integrity of the conference schedule. Be polite but firm, and always maintain a professional demeanor to minimize any potential awkwardness.

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5 Post-Session Feedback

After the session, it's important to provide feedback to the speaker about their time management. This should be done privately and constructively, highlighting the impact that running over had on the session and offering suggestions for improvement. This is also a good opportunity to listen to any issues the speaker may have encountered that contributed to their overrunning their time, as this may inform how you manage future sessions.

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6 Future Planning

For future conferences, take into account which speakers had difficulty with time management and consider how you can better support them. This might mean scheduling them for a longer session, providing additional coaching on time management, or setting more explicit time checks throughout their presentation. Learning from each event will help you refine your approach and ensure smoother operations for your next conference session.

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You're hosting a conference session. How do you manage a speaker who always exceeds their time limit?

1

2

3

4

5

6

1 Set Expectations

2 Use Timers

3 Gentle Reminders

4 Direct Intervention

5 Post-Session Feedback

6 Future Planning

Conferences

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Directory

You're hosting a conference session. How do you manage a speaker who always exceeds their time limit?

1

2

3

4

5

6

1 Set Expectations

2 Use Timers

3 Gentle Reminders

4 Direct Intervention

5 Post-Session Feedback

6 Future Planning

Conferences

Rate this article

Thanks for your feedback

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