Use a timing device to uphold your schedule

How to use a timing device

It seems picayunish to consider a timing device. However, for any meeting of an hour’s duration or longer you should use one. Too many participants get carried away with themselves. Sometimes it’s a member of the audience who seems determined to bog things down with unscheduled discussion. A timer takes care of these situations in an impersonal inoffensive way.
“A timing system is as essential as a master of ceremonies/’ vowed a man in Houston. “Use any system you like, as long as you do use one. I know-it improved our meetings considerably.”

There are several methods of “blowing the whistle” on participants.

An electric device can be obtained from companies that rent public address systems. It consists of three small lights-white for all clear, orange for a two minute warning, and red for overtime. This gadget is attached to the rostrum, where it can be seen only by the speaker. It’s a most effective tool for upholding your schedule. “We use one like this,” reported a Baltimore sales manager. “But ours has a buzzer on it. When the red light comes on it starts buzzing. Thereafter, the speaker finds it almost impossible to continue because of the buzzing noise.”

When booking a meeting room at a hotel you often find such a gadget available. Hotels tired of overtime meetings long ago. Thus, many hotels provide a timer as part of the p.a. system. A less ingenious method involves a simple noisemaker, operated by someone seated in the first row. A cricket chirper is often used, although any squeaky toy will do. While amateurish, a noisemaker is none the less effective.

In the absence of a better system, the person responsible for timing stands in the rear of the room. When overtime, he waves his arms like a mad man. It usually works, too. Before long he’s bound to be noticed! “I’ve done this a couple of times,” said a hardware executive. “You feel like a fool when you do it, but you certainly keep the meeting on schedule.” The smaller the meeting, the more effective you’ll find this to be. The greatest objection to it, however, is that most of us get “cold feet” at the last minute. It is somewhat extreme! So the timekeeper is reluctant to go through with it and waits until the proceedings are several minutes behind schedule. Then it’s too late, and his wildest arm-waving cannot turn back the clock. The point is this: hand signals will work if they are used with the same precision as other timing devices.

You can interrupt by stating something like: “So that we won’t get behind schedule, Joe, will you try to finish in the next couple of minutes?” This is distracting to the audience, but it’s better than letting Joe throw you twenty minutes late. Use judgment, however. If Joe appears to be in the final steps, wait a minute or two. He should close on a high note-not on an interruption by the timekeeper. Risk a minute or so if he seems about to conclude. Then if he doesn’t shut up, you can shut him up!

The value of using a timekeeper

Which timing system you choose, is not important. What’s important is that you do select one. By adhering to your schedule you’re maintaining a good “climate.” But will you personally be able to do the timekeeping? When conducting a sales meeting you have six dozen things to handle. Delegate most of them, including the timekeeping. You shouldn’t have to worry about mechanical chores. “If I had to keep time while doing everything else I’d go crazy,” said a fellow in Davenport. “I always get a helper or two from the audience. Why not? Any of our salesmen are glad to help.”
While someone else watches the clock, you can watch “the big picture.” See that all goes well. Make sure none of the events are misleading. Keep your eyes on the objective of the meeting.

How to ensure a good audience

* Put It on a Positive Plane
* Use the Magic of Music
* Get Them Acquainted With Each Other
* Start on Time
* Create Informality
* Make Them Want to Listen
* Stay on Schedule
* Use a Timer

Keywords: Sales, Marketing, Business, Sales Training

Tags: sales meeting

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