A matter of time

Whilst it is understandable that persons holding high office or important and strategic corporate positions may have more demanding schedules, it is equally important to understand that each person places value on their time. Likewise, persons hosting events should always develop a backup plan should they experience a late appearance by any of their dignitaries or proposed speakers. The persons who arrived on time should never be placed in the position of having to linger in anticipation of a speaker’s arrival.

This consideration should be undertaken in just about any scenario where groups are gathered to engage in an activity. Use the simple format that those who arrived on time or early, should never have to wait upon those who may be late in arrival. Here are a few tips to manage this effectively without causing undue strain on relationships.

The first step would be to ensure your guests, clients, or audience are kept abreast, and given the option to decide what they would wish to do. Now the former is a simple undertaking of an announcement similar to the following, “Ladies and Gentlemen, we apologize for the delay in starting, however we will begin in five minutes.” It becomes imperative to ensure the event does begin at the end of the five-minute interval.

If the keep-back is because of the non-arrival of a dignitary who is carded to speak, perhaps a quick call to the point of contact for the dignitary to ascertain the following will provide you and your planners with a baseline to decide on proceeding with your programme:

The dignitary’s current location;

Estimated time of arrival;

Provide an option;

The point of assuming this role is two-fold: one is to be able to adequately respond to your audience-in-waiting, and the other is to afford your late-in -arrival dignitary the opportunity to have an option, be it agreeing to have the programme proceed in their absence, or having someone present the remarks on their behalf to allow the flow of the programme. Now these suggestions are based on the status of the dignitary and the type of event. If the event is the highest-level State-based event, then of course protocol must be observed. However, one is cognizant that at this type of high level event, the dignitary will not be late in arrival.

On the other hand, we have all had the experience of attending training or other events where perhaps the audience numbers are not sufficient to begin the event (this in the estimation of the event owners of course). Now this one can be tricky, as the success or failure of an event is heavily dependent on a number of factors, including attendant audience – and in the instance of a training event, the trainer may not wish to have to repeat the beginning of their programme.

The call on this remains simple; those who are on time must not be made to pay for those who are late. The management of this essentially, should be placed in the hands of those on time. If it is an event styled activity, start! If it is a training type activity, request of those on time if they are willing to provide a grace period for those late in arrival. Give them the option. It is a simple form of demonstrating respect for their time and presence.