Every time we facilitate or manage an off-site meeting or event, we bring a lot with us.
Our vehicles are usually packed with necessities like centerpieces, easels, easel pads, signage, folders, programs, our documents . . . you name it.
Arguably, one of the most valuable items we haul is our trusty Husky toolbox.
It took us a while to realize we needed a container where we could prepack all the small office supplies one needs or might need when away from their office. We had been making do by grabbing a scissors from a desk and Post-it notes from the supply cabinet. But then we’d forget to return the scissors to the right person, and Linda wondered where her stapler was. And don’t even get us started on how much time it took to pack those items. Every. Single. Time.
Planning an event or activity takes time and coordination. From the moment the brainstorming starts until the last attendee leaves, you need to know what’s going on and keep track of the details.
We believe in – and practice – documentation. Lots of it. We track everything leading up to the event welcome and detail the day of the activity until the last swag bag is grabbed.
Why? If you don’t write it down, you forget. And it becomes even more challenging to make sure a group of staff, volunteers, stakeholders, and others are on the same page.
It’s true. Every event is different. But these documents can help your gathering run smoothly.
This won’t be a big surprise to many of you, but we love conferences and big events.
Yes, it’s true that we enjoy organizing them. We also enjoy attending them.
After all, you can gather information by watching online videos or reading about the latest industry trends via article or book. However, nothing replaces the face-to-face interactions that happen when people gather for a specific purpose.
When you attend a shared event or conference, you have opportunities to connect with others. You may gather new insight or hear a different perspective. When done right, conferences are energizing. You will walk away with at least a few tips that can make your personal or professional life stronger.
That said, every successful conference requires you to put forth some effort.
Here’s how you can make the most out of your time at a large event or gathering.
Let’s face it: we spend a lot of time in meetings.
On average, employees attend 62 hours of meetings in a month, according to Forbes magazine. Related research from Bain & Company found that executives spent up to 15% of an organization’s collective time in meetings, a percentage that has been increasing in the last decade.
Sure, we could schedule fewer meetings but we could also make better use of the time we have together.
Earlier this year, I shared some tips with our our local chamber about how to make meetings more efficient, more productive, more fun. To prepare for the presentation, I analyzed observations and inhaled information from respected speakers and authors exploring similar topics. Below are some of the resources I found most helpful plus links to other Reach Partners posts related to #BetterMeetings.
Whether you have 15 minutes or five days, you’ll find these resources engaging. Enjoy!
Here’s your challenge for the month: Take on the difficult project that nobody else wants to do.
Or volunteer to handle the assignment that has been kicked back-and-forth between team members and do it with gusto.
Whoa … what?!
That’s right. Next time someone makes a request that nobody else wants to take on, make eye contact with the person and say, “yes.” Become the go-to person who solves problems and has an enthusiastic attitude.
Here’s how you can be the hero when facing a tough project:
"Writing is easy: All you do is sit staring at a blank sheet of paper until drops of blood form on your forehead.” – Gene Fowler
Okay, the quotation above contains a bit of hyperbole, but let’s face it: writing can be harder than you expect. Whether you’re drafting a document or creating content for your website, finding the right words and tone can cause the even the bravest to break into a sweat.
And then, we complicate things by bringing in the team.
Every meeting has the potential to veer into a tangent, to carry its attendees into a deep forest so far from the original path that it’s nearly impossible to find the route home.
It’s easy to blame this on others – those who arrange the agenda, those whose comments lead us astray. But whether we like it or not, we are all accountable for keeping meetings effective. If you’re in charge, the steps you need to take are more obvious. If you’re not officially in charge, there are still things you can do to keep everyone on track.
But wait, you say. I’m not the meeting leader. What can I do? A lot, it turns out.
It’s relatively easy to think about ways that rituals unite, connect and motivate us. Imagine the ways your family celebrates and recognizes holidays. Picture how a sports team carries out a certain behavior or chant before competition starts.
When done right, rituals are mindful actions that help us build community or identity. They create strong and long-lasting connections.
As such, rituals have a place in supporting a healthy work environment among both teams and at the organizational level. Fun rituals that solve problems and do no harm can help to build effective teams and make the meetings they hold more productive.
Have you ever stepped into a meeting and experienced that “walking on eggshells” feeling? Like you’ve missed the joke, and no one is going to share it with you? Have you been in a meeting where you were afraid to tell the truth, bring up the hard facts, or provide constructive feedback?
The fact is, good meetings are a symptom of great teams.
Last year we started a new tradition at Reach Partners. Every week we set aside time to read during work hours.
At first, this felt a bit indulgent. We enjoy reading but – like many others – we typically crack open our books outside traditional work hours so that we can “do” things at work. And yet, reading is one important way that we learn and grow professionally. We decided our work calendar should reflect that.
With that in mind, we’d like to share a few of the titles that we’ve read recently – and a few that we’ll be tackling soon. Drop us a line if you have any additional suggestions. Happy reading!