Organising a meeting at short notice is a nerve-racking challenge, but having an action plan can save the day – and your sanity. Photo: File.
Susan Friedmann has advice for those unfortunate individuals suddenly faced with the task of organising a meeting at the last minute.
Have you ever found yourself having to scramble to organise a meeting at the last minute?
Wouldn’t it be nice if, 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 some day.
Question the meeting need: Before you jump into automatic pilot to start your last-minute meeting organisation, 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 it at all.
Develop a few pertinent questions to ask and find out whether a meeting alternative, such as a teleconference, would achieve the same results.
Know the basics: If the meeting really needs to happen, make sure 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? What’s the agenda? Who needs to be invited? What refreshments and snacks are needed?
Are specific materials and equipment needed? What travel and hotel arrangements, if any, are necessary? What’s the meeting budget?
When it comes to the budget, remind your boss that good-quality, last-minute buying doesn’t come cheap. The reality is that last-minute pricing may well come at a premium.
Develop checklists: Checklists should be every meeting planner’s guardian angel. They’re there to help out in times of trouble, avoiding 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.
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, audiovisual, etc. Compile a list including cell phone, 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.
Build relationships: Don’t wait until you need a favour 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 co-workers who might be willing and able to help out at a moment’s notice.
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 back-up?
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, the more thorough you are, the greater the probability of pulling off this miracle.
Learn to laugh: Keeping a sense of humour will definitely help prevent you getting angry and frustrated with those disorganised 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.
*Susan Friedmann is an author and influencer, empowering non-fiction authors to greatness — to be seen, heard and valued.
This article first appeared on the Zenbusiness website.
