7 Strategies for Handling Last Minute Meetings
by Susan Friedmann
Haveyou ever found yourself having to scramble to organize a meeting at the lastminute? Wouldnt it be nice that if and when this daunting situation arose, youwere well prepared with all necessary information ready at yourfingertips? Thats why Ive developed the following seven survivalstrategies to help you plan for the inevitable, because you know as well as I,its going to happen someaday.
SurvivalStrategy #1. Question the meeting need.
Beforeyou jump into automatic pilot to start your last minute meeting organization,challenge the request. Since deciding to hold a meeting demands seriousconsideration because of the costs involved, both direct and indirect,double-check the rationale for holding the meeting. Develop a fewpertinent questions to ask and find out if a meeting alternative, such as ateleconference would achieve the same results.
SurvivalStrategy #2. Know the basics.
Ifthe meeting really needs to happen, make sure that you plan for the basics:
What is the purpose of the meeting?
Where should it take place on or off-site?
When is it scheduled for date and time?
Whats the meeting agenda?
Who needs to be invited?
What refreshments and snacks are needed?
What specific materials and equipment is needed?
What travel and hotel arrangements, if any, are necessary?
Whats the meeting budget?
Whenit comes to budget, remind your boss that good quality, last minute buying andcheap dont usually correlate. The reality is that last minute pricing maywell come at a premium.
Survival Strategy #3. Develop checklists.
Checklistsshould be every meeting planners guardian angel. Theyre there to help outin time of trouble and avoid unnecessary panic. With the hundreds ofpieces that make up the meeting puzzle, the only way to put them together andkeep tabs on all the details is with a checklist. Become a checklistfanatic and consider having a checklist for each checklist. Cover allyour bases. The more thorough you are, the greater the probability ofsuccess, even at the last minute.
SurvivalStrategy #4. Create a contact list.
Whenyou need something in a hurry who do you call? These are the people whoneed to make up your contact list. Consider your facility needs,catering, audio-visual, etc. Compile a list with phone including cellphones, fax and email information. Keep this list updated annually ascontacts and their information can change. Also include useful websiteresources as you find them, but remember to check them out beforehand.
SurvivalStrategy #5. Build relationships.
Dontwait until you need a favor from someone, rather continually find ways to builda dream team or support network. Build a contact base of other meetingprofessionals, suppliers, vendors and angels you can call on at the last minuteto help you out. Take time to discuss their strategies and resources fordealing with last minute meetings, and add this information to your survivalkit. Dont forget to include your fellow co-workers who might be willing andable to help out at a moments notice.
SurvivalStrategy #6. Develop contingencies.
Becauseyour plans are last minute, the greater the chance of something not working outthe way youd like it to. So whats your backup? If you dont haveone, all your original plans could be destroyed in an instant, and youll bescrambling even more than before to put a second strategy into operation. Have a Plan B ready in the wings just in case you need it. Once again,the more thorough you are, the greater the probability of pulling off thismiracle.
SurvivalStrategy #7. Learn to laugh.
Keeping a sense of humor will definitely help prevent you getting mad, angryand frustrated with those disorganized managers who leave things to the lastminute and expect you to perform miracles. Learn to laugh at them andyourself to keep a saner perspective on life. If nothing else, rememberthat laughing is a great survival technique, which is good for your health andwill help reduce stress and blood pressure levels.
Writtenby Susan A. Friedmann,CSP, The Tradeshow Coach, Lake Placid, NY,author: Meeting & Event Planning for Dummies, working with companies toimprove their meeting and event success through coaching, consulting andtraining. Go to http://www.thetradeshowcoach.comto sign up for a free copy of ExhibitSmart Tips of the Week.
| DISCLAIMER: The content provided in this article is not warranted or guaranteed by Developer Shed, Inc. The content provided is intended for entertainment and/or educational purposes in order to introduce to the reader key ideas, concepts, and/or product reviews. As such it is incumbent upon the reader to employ real-world tactics for security and implementation of best practices. We are not liable for any negative consequences that may result from implementing any information covered in our articles or tutorials. If this is a hardware review, it is not recommended to open and/or modify your hardware. |
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