“EG Tips” – Killing the Cliques and Other Networking Tips for a Successful Annual Meeting

“EG Tips” – Killing the Cliques and Other Networking Tips for a Successful Annual Meeting

by | May 14, 2019 | EG Tips

For association events staff, networking is essential to future attendance. Keeping returnees mingling and newbie’s involved takes effort.

You want to provide excellent opportunities for networking in order for attendees to see value and return next year. But as soon as they do (return), they look to reestablish communications with their existing networking group and are less prone to reach out to newbie’s. The higher percentage of returning attendants you have, the harder it is for first-time attendees to find meaningful networking. How do you balance the desire of returnees to network within their group and a newbie’s need for branching out?

Organic versus Organized Networking
Organic networking happens naturally and the novice events manager may think all meeting networking happens that way but some must be planned/organized. Organized networking has a bad reputation. Many think of forced ice-breaker games but today’s organized networking is much more subtle than that.

For the First-time Attendees
Your goal for first-time attendees is to get them involved. However, it’s important not to force anyone. Introverts find value from networking but pushing them to network will backfire. Get newbie’s interacting at their own comfort level.

Give Attendees Networking Tools

Before they even step foot on your meeting floor, provide your attendees with valuable content on how to network and get the most from an event. Write blog posts on the subject, add tips to social media, and/or host a pre-meeting webinar on networking tips and must-do’s.

Create a social media list of attendees and circulate it beforehand; that way attendees have an opportunity to follow and network with one another before the meeting. Also, encourage those who have social media profiles to update their pictures to recognizable, professional shots. This will help them locate one another at conference.

Provide Attendee Lists
Making the attendee list downloadable in real-time can help first timers in creating their “must meet” list of people they want to network with. For smaller annual meetings, you can help make introductions from their “must meet” lists. For larger groups, it helps attendees find their “must meets” beforehand (such as on social media), which makes it easier to connect outside the crowds of the annual meeting.

Make Newbie’s Aware of Their Value
Prepare first timers to think about what they are bringing to the table. It might be an offer to review someone’s work or a compliment on a session. A newbie who can offer a favor or a valued service to someone will be one people remember.

Offer Chances to Connect Virtually
While it’s difficult to sit down with an established group in the middle of a conversation, it’s a lot easier to “join the group’s conversation” through social media. Offer opportunities to connect virtually during the meeting. Encourage social media usage during sessions and offer meet-ups for users. Introducing leader boards is another great way to get your newbie’s and introverts interacting.

For Returnees
Returnees are your meeting’s bread and butter. You count on them to come back every year. Because they do, returnees often have their clique that they’re eager to reconnect with. While you want them to, you don’t want it to harm the open networking environment you’re trying to cultivate. But heavy-handed forced networking rarely leads to happy networkers.

Ask for Volunteers
There are some people who are natural networkers. No matter how many friends or professional connections they have, they always want to cultivate more. Put a call out to your returning attendees for networking ambassadors who would actively approach lone attendees and engage them. These goodwill stewards for your conference make a difference. Offer them (only) minimal directions, something along the lines of “look for people who look uncomfortable and make them feel more comfortable.” Leave the rest to them because you don’t want the experience to feel forced or scripted.

Stress Inclusion
As the event organizer, if you stress inclusion and the value of reaching out in general, you will begin to see others mirroring this message. If you compliment your group on being inclusive, they often will become more so.
While you’re stressing inclusion, talk about what’s in networking for returnees. They can still build meaningful new relationships and the people they meet may further their careers, writing, connections, etc. They have as much to gain from additional relationship-building as first-time attendees.

Enlist Vocal Leaders
Every group of return attendees has “bandleaders.” They’ve been coming so long they think they’re part of the event staff. If cliques are a problem among return attendees, ask for their help and opinions. Inquire how (they think) networking opportunities could be improved for all meeting-goers. If they are part of the solution, they’ll be more apt to support it.

Play with Seating
Larger tables or smaller tables afford the most opportunity for networking. Larger tables mean most cliques can’t fill them entirely but it also means it’s difficult to have conversations with everyone there. Smaller tables allow for very intimate conversations but often mean friends will sit together.
In sessions, create clusters that lend themselves to discourse. Foster opportunities for team work among newbie’s and return attendees.

In Conclusion

For your association’s next annual meeting, work beyond organic networking and help facilitate connections within your group. Networking and human interaction are what drive your event’s future attendance so it’s crucial you help build connections.

(Social Coup LLC)

“EG Tips” – Productivity Mantras Event Planners Live By

“EG Tips” – Productivity Mantras Event Planners Live By

by | May 12, 2019 | EG Tips

Write them down, create a graphic that includes them or say them in a mirror each morning but regardless of your method, these phrases and mantras can help event planners boost productivity.

Affirmations and mantras are often used because over time they can change your mindset and help you to actualize what you want. As well as this, they can serve as a reminder of what you want to achieve and how to get there because it is easy to switch to autopilot when you get to work. For event planners, this level of mindfulness will help to improve productivity and allow you to achieve your goals by repeating these phrases to yourself each day.

  1. top, Take A Step Back

    It might seem counterproductive to be encouraging yourself to stop working, however, this thought process is particularly useful when problem-solving as it reminds you to look at things from a different perspective, take a minute and try to handle something in a different way, which is more likely to result in success.

  2. I Will Not Let Negativity In
    Negativity can be a hindrance on productivity by making you feel like you can’t do things and is a very powerful force that will stop you taking on tasks altogether. Positivity breeds success and helps you to enjoy what you do, so even if you are looking for a little more motivation to keep the negativity at bay, try a motivational playlist or quotes that inspire you.
  3. I Will Get This Done Today
    If you can do something today, then do it because putting it off means adding something else to your to-do list tomorrow, which is going to put you behind. So if you are able to pick up a task and decide that you are going to do it today, then do it! If you are struggling, delegate or ask for help but reminding yourself that this task is getting done today will help you prioritize it and actually get it done.
  4. Pick Your Battles
    This is usually a phrase regarding getting angry or annoyed at others but fits in perfectly for those who get easily frustrated. If you spend your time getting annoyed at every task, particularly if you don’t want to do it, you will drag your heels and it won’t get done. Decide what is really worth getting frustrated over, and you’ll find you are not only more productive but will be less stressed!
  5. If It’s Not Helpful, It’s Hurtful
    Procrastination is the ultimate productivity killer and when tasks start to pile up, something isn’t going to get done, so cut yourself off before you even start and decide whether or not what you are doing helps your goals or gets you to where you want to be today. If ‘this won’t help me reach my goals’, put it to one side and move on to something else.
  6. Something Is Better Than Nothing
    Have you ever had that paralyzing feeling where you are overwhelmed with workload and don’t know where to start, so in fact, you don’t do anything? This is a reminder that you can’t achieve everything and that is okay. Just do what you can and you will probably find that you get more done than you expected (and certainly more than you would have done by worrying about it).
  7. It’s All In My Mind
    Obstacles can be daunting and often it is ourselves that get in the way. Whether it’s our own negativity or an overwhelming task (or general workload), it is important to remind yourself that sometimes it could be yourself that is hindering progress. Realizing that it is actually you, makes things seem smaller and more manageable as we can make changes when we know the cause and improve.
  8. Little Achievements Lead To Big Goals
    Setting goals makes you a better eventprof but often the big ones can seem far in the distance and unattainable which demotivates you and reduces your productivity levels, but this mantra serves as a constant reminder that the small things all add up and achieving those things today puts you one step further to achieving the larger goals.
  9. Done Is Better Than Perfect
    While you should always aim for top quality work and event planning, this is aimed at the perfectionist who is so worried about chasing perfection that they do so at the expense of actually getting things done. Not making any decisions or achieving anything because it doesn’t meet your unrealistic expectations can not only halt productivity but stop you from meeting deadlines altogether and can put entire events in jeopardy.
  1. Taking Care Of Myself Will Help Take Care Of Work
    Burnout is real and it’s important to focus on your physical and mental health in order to be your most productive self. Running yourself into the ground will get you nowhere so this serves as a reminder that sometimes you need to take care of yourself first before trying to tackle work, particularly in the high-pressured event industry.
  2. I Will Use My Resources
    Many focus so much on trying to improve their own productivity that they forget there are plenty of tools around them that can help. Take stock of the resources you have available, including your event team and look into what you need to take some of the extra workload for you, be more productive the smarter way!
  3. Less Talking, More Doing
    Specifically targeted at those who waste time in unproductive meetings that tend to run over, have poor outcomes or are uncoordinated. Meetings can be a real time sucking task and to combat this and have more productive meetings, you should ensure that you are only going to those that are necessary or that you HAVE to be at, otherwise you are just wasting time chatting and not getting work done.
  4. If I Have No Time, I Will Make Some
    Sometimes the key to productivity is making your own time, whether it is streamlining your processes and making yourself more efficient, or prioritizing what actually does (or doesn’t) need to get done. For example, you can make your lunch break or commute more productive and this allows you to find time to get things done where others don’t.
  5. If In Doubt, Make A List
    There is a secret power of to-do lists and when you are stuck for what to do next, making a list can help you clear and organize your thoughts, regain your focus and allow you to be more productive by avoiding time-wasting when you move onto the next task. Also, writing a list can give you physical cues on where to go next, what to work on and will keep you busy so you don’t stray onto social media and start procrastinating.
  6. The Past Is The Past
    It is easy to get caught up in the blame game and waste time (and energy) justifying your own actions or focusing on office politics. Unless there is something to be done now, let it go, don’t hold a grudge and don’t waste time emailing back and forth or playing the blame game – it will never work out in your favor and you’re just throwing time away.
  7. More Isn’t Always Better
    A common productivity mistake made is that people assume that ticking more things off of the checklist is better than the actual work they get done. For example they may have 10 small, low-priority tasks that need doing and five big ones but they focus on getting the 10 done and consider this more productive. Turning productivity into a numbers game doesn’t always pay off and sometimes one high-priority, large task is worth 10 small ones – so ask yourself whether you are focusing too much on quantity over quality.
  8. Time Is Money

    This may seem business-orientated and while your organization is paying for your time, this phrase is also a reminder that your time is valuable. To stay productive you need to be asking yourself if the tasks you are wasting time on are worth your effort putting that time in, because if they aren’t, you can streamline the process, spend less time on them and move on; focusing on projects that are really worth it!

  9. I Got This!
    Because sometimes we just need a reminder to keep on going and that we can actually handle everything on our plate or what we have going at the moment. Positivity phrases like this are the most powerful when it comes to productivity and have the biggest impact long-term to make a change to our thought processes so make sure if you say nothing else to yourself, let yourself know you got this!

In Conclusion

Whatever your focus, goals or intentions are for the future and no matter what you want to achieve, you will need to be productive. In order to get there, motivational phrases and mantras that you can tell yourself is a simple but effective way to do this. Pick and choose some of the most relevant on the list, repeat them every day and watch how your productivity and mindset changes.

(Social Coup LLC)

“EG Tips” – 6 Ways to Improve Your Event Team

“EG Tips” – 6 Ways to Improve Your Event Team

by | May 9, 2019 | EG Tips

You can’t do it all on your own. Seriously. It’s time to loosen your control on the event and gain some sanity with these tips for building a team you can count on.

When you are really good at what you do, you may find it difficult to delegate. You worry that no one can handle it with the same skill and finesse that you can. While that may be true, to be truly successful as an event planner, you need to let go and trust in your team to handle those last-minute issues and challenges.

Whether it’s a staff of event professionals you’re working with or a team of vendors, it’s important to build one you can trust. As an event planner you don’t have the time nor the ability to be everywhere at once. So you need that team to not only be skilled but reliable as well. Here are 6 tips on creating an Event Team you can count on;

  1. Work on Yourself First

    As the leader of the team, you have the bulk of the work to do. Before you can begin working on the team and selecting its members, you need to identify the following things:

    • What kind of leader are you? The more insight you have into your leadership style, the better you’ll be at selecting team members that work well with it and with you.
    • Can you be satisfied with a great team? It’s time for honesty here. If you select a very talented team, will you be able to let go a little bit? Come on. Don’t give the answer we want to hear. Be honest about it. Are you a micromanager? If you think you may have some trouble relinquishing control, even with the right team, you need to work on this first. The last thing you want to do is assemble a dream team only to have it flounder because you can’t allow them to do what you want them to.
    • Know where you can improve and work towards doing it.
  2. Decide What You Truly Need in a Team

    “If you don’t know where you are going, any road will get you there,” said the Cheshire Cat to Alice in Alice in Wonderland. This astute commentary also fits team building. If you don’t know what you need or want, how can you build a team?

    First, you need to decide what areas you need assistance with. Do you need a second in command – someone with sign-off power? Or are you looking for a helping hand who can run errands? Different needs must be addressed differently. Decide what that need is and then look to fill it.
    Once you’ve worked on your own challenges and assembled a great team, here are a few other things you need to do in order to build a cohesive event team:

  3. Trust Them

    Ernest Hemingway once said, “The best way to trust someone is to trust them.” The same can be said for your event team. If you are confident in your hiring or partnership creation then you have little to worry about. If you are concerned, it might be out of a lack of trust of your own process. Or perhaps you inherited team members you don’t quite trust or value their skill set yet.

    Find out what they can do and test those things by giving them a modicum of freedom. You need to see how they react without you always giving the answers. If you don’t allow them this freedom, you won’t trust them and they’ll come to you for every little detail.

    If there are standard protocols to follow, give those to them. But don’t make the list so long that in times of crisis where you’re not there, they’re leafing through a dictionary.

  1. Deal with What’s Not Working…Swiftly

    Morale is a great concern on any team and that’s one of the reasons why ineffectiveness in process or person must be eradicated immediately. If a process isn’t working, change it. If a person isn’t pulling their weight, lay out expectations again. If they’re still not meeting them, show them the door to additional opportunities, as they say.

    Do not ignore a problem and hope it goes away. A toxic attitude is infectious at a lot greater speed than a good one is. When your team understands what is expected of them and sees you dealing with things that aren’t working in a timely manner, they will come to trust the process. If, on the other hand, firing or not renewing contracts seems random, you will not get top performance out of your team.

  2. Give Them Goals

    When a team understands the end goal, they can generally meet it effectively. For instance, if the goal is to “surprise and delight” the attendees, staffers will act very different than if the goal is to make as much money as possible on the event.

    Give your staff a reminder of what’s behind your event and then give them the freedom to make it happen.

    Some businesses place a dollar amount on it stating that junior members of the team can make decisions based on a sign-off level and anything above that requires management approval.
    Decide how you will empower them to meet your event goals and you’ll be freeing up a large amount of your time to deal with more pressing issues that must be handled by you.

  3. Encourage Non-Work Communication

    Most of us do favors for people we care about. The same will be true of your team if they have bonded. It’s difficult for people to bond over discussions about event budgets. That’s why you should encourage non-work discussions and relationships among your team members. If they are able to see themselves as something other than mere co-workers, they are more apt to work effectively together.

In Conclusion

Many event planners fear leaving certain aspects of their planning business to team members. Because of that they drive themselves to the brink of burnout. At some point, they realize they can’t grow a business and do it all alone so they branch out to creating a strong, cohesive team. These things aren’t done overnight but with effort and clear communication; they can begin to build an event planning dream team.

(Social Coup LLC)