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7 Strategies for Handling Last Minute Meetings
Guest articles > 7 Strategies for Handling Last Minute Meetings
by: Susan Friedmann
Have you ever found yourself having to scramble to organize a meeting at the
last minute? Wouldn't it be nice that if and when this daunting situation arose,
you were well prepared with all necessary information ready at your fingertips?
That's why I've developed the following seven survival strategies to help you
plan for the inevitable, because you know as well as I, it's going to happen 'someaday.'
Survival Strategy #1. Question the meeting need.
Before you jump into automatic pilot to start your last minute meeting
organization, challenge the request. Since deciding to hold a meeting demands
serious consideration because of the costs involved, both direct and indirect,
double-check the rationale for holding the meeting. Develop a few pertinent
questions to ask and find out if a meeting alternative, such as a teleconference
would achieve the same results.
Survival Strategy #2. Know the basics.
If the 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
- What's 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?
- What's the meeting budget?
When it comes to budget, remind your boss that good quality, last minute
buying and cheap don't usually correlate. The reality is that last minute
pricing may well come at a premium.
Survival Strategy #3. Develop checklists.
Checklists should be every meeting planners guardian angel. They're there to
help out in time of trouble and avoid unnecessary panic. With the hundreds of
pieces that make up the meeting puzzle, the only way to put them together and
keep tabs on all the details is with a checklist. Become a checklist fanatic and
consider having a checklist for each checklist. Cover all your bases. The more
thorough you are, the greater the probability of success, even at the last
minute.
Survival Strategy #4. Create a contact list.
When you need something in a hurry who do you call? These are the people who
need to make up your contact list. Consider your facility needs, catering,
audio-visual, etc. Compile a list with phone including cell phones, fax and
email information. Keep this list updated annually as contacts and their
information can change. Also include useful website resources as you find them,
but remember to check them out beforehand.
Survival Strategy #5. Build relationships.
Don't wait until you need a favor from someone, rather continually find ways
to build a "dream team" or support network. Build a contact base of other
meeting professionals, suppliers, vendors and angels you can call on at the last
minute to help you out. Take time to discuss their strategies and resources for
dealing with last minute meetings, and add this information to your "survival
kit." Don't forget to include your fellow co-workers who might be willing and
able to help out at a moment's notice.
Survival Strategy #6. Develop contingencies.
Because your plans are last minute, the greater the chance of something not
working out the way you'd like it to. So what's your backup? If you don't have
one, all your original plans could be destroyed in an instant, and you'll be
scrambling 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, t he more
thorough you are, the greater the probability of pulling off this miracle.
Survival Strategy #7. Learn to laugh.
Keeping a sense of humor will definitely help prevent you getting mad, angry and
frustrated with those disorganized managers who leave things to the last minute
and expect you to perform miracles. Learn to laugh at them and yourself to keep
a saner perspective on life. If nothing else, remember that laughing is a great
survival technique, which is good for your health and will help reduce stress
and blood pressure levels.
Written by Susan A. Friedmann,CSP, The Tradeshow Coach, Lake Placid, NY, author: “Meeting & Event Planning for Dummies,” working with companies to improve their meeting and event success through coaching, consulting and tradeshow training. For a free copy of “10 Common Mistakes Exhibitors Make”, e-mail: article4@thetradeshowcoach.com; website: www.thetradeshowcoach.com
Contributor: Susan Friedmann
Published here on: 08-Mar-09
Classification: Trade shows, Communication
Website: www.thetradeshowcoach.com