Science of Scripting a Message for an Allotted Time

1. Introduction to Time Management in Communication

Effective communication requires careful time management. Audiences have limited attention spans, and exceeding the allotted time can lead to disengagement. Understanding the relationship between time and word count is essential for crafting concise and impactful messages.

2. Key Concepts

1. Word Count and Time

• Average Speaking Speed: 150 words per minute (wpm).
  • Fast speakers: ~180–200 wpm.
  • Slow speakers: ~100–120 wpm.
• Guideline for Clarity: Aim for 120 wpm to ensure the audience can process and absorb your message.

2. Time Allocation

• Example: For a 5-minute presentation:
  • Total words: 600 (120 wpm × 5 minutes).
  • Breakdown:
    • Opening (15%): 90 words (~1.5 minutes).
    • Body (70%): 420 words (~3 minutes).
    • Conclusion (15%): 90 words (~1.5 minutes).

3. Why Time Management Matters

1. Audience Attention

• Audiences have limited attention spans. Exceeding the allotted time can lead to disengagement.
• Example: Professors or colleagues signaling “time’s up” during presentations.

2. Buffer for Errors

• Speaking at 120 wpm provides a buffer for technical issues (e.g., laptop crashes, interruptions).
• Example: Engineers operate machines at 70–80% capacity to avoid burnout; similarly, speaking at 120 wpm ensures flexibility.

3. Cultural and Linguistic Considerations

• Audiences from non-English-speaking backgrounds (e.g., Japanese, Chinese, Indian) may struggle with faster speech.
• Solution: Slower speech (120 wpm) improves comprehension.

4. Practical Tips for Scripting a Message

1. Break Down the Message

• Opening (15%): Grab attention and state the objective.
• Body (70%): Present data, arguments, and examples.
• Conclusion (15%): Summarize and reinforce the key message.

2. Use Sentence Count as a Guide

• 1 Minute = 8 Sentences (15 words per sentence).
  • Example: For a 10-minute presentation:
    • Total sentences: 80.
    • Opening: 20 sentences.
    • Body: 40 sentences.
    • Conclusion: 20 sentences.

3. Write and Rehearse

• Script your message with bullet points or full sentences.
• Rehearse to ensure you stay within the time limit.

5. Analogies for Better Understanding

1. Cooking a Dish

• Prepare only enough food for the number of guests. Similarly, craft your message to fit the allotted time.

2. Songwriting

• A well-structured song has flowing lyrics and a clear rhythm. Similarly, a well-scripted message has a logical flow and clear structure.

3. Stand-Up Comedy

• Comedians write jokes with a clear structure and timing. Apply the same discipline to your presentations.

6. Key Takeaways

• Stick to Time Limits: Respect the audience’s time and attention.
• Aim for 120 wpm: Ensures clarity and provides a buffer for errors.
• Structure Your Message: Use the 15%-70%-15% rule for opening, body, and conclusion.
• Practice: Rehearse to refine your delivery and stay within the time limit.