Fail to Plan; Plan to Fail – Meeting Planning Success

Office Dynamics

Planning and executing meetings and events is no easy task and requires a PLAN and a PROCESS and a TEAM of experts to make it happen and for it to be deemed a success. If you fail to plan appropriately, you are setting yourself up to fail and who wants to do that? So, what do you need to do to prevent failure when planning a meeting, to insure success instead? My Overall Meeting Action Plan template is a great tool to help you document this all out.

Becoming better organized

Laughing all the Way to Work

I just finished a busy few months leading up to our Board of Directors meeting and it went very smoothly. I love it when things fall into place, but that doesn't happen without a lot of planning. I go through my checklist of what I will need to bring to the venue, anything I need to remember to include in the meeting package and just about anything that doesn't fit goes on my catchall list. Now onto the next meeting.

2011 118

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Finding my Niche by Mary Jo Wiseman

Office Dynamics

Not all people who plan meetings are “meeting planners,” nor do all meeting planners start out their careers as meeting planners. I for one, started out on a clerical/administrative path with absolutely no knowledge at the time that a career in meeting planning even existed (and at the time it probably didn’t). This office reported to a Board of Trustees and was responsible for planning and executing quarterly board meetings.

2020 146

What is a Meeting Planner Exactly?

Office Dynamics

A meeting planner by MY definition is the go-to person and should be a key member of the design (or planning) team within an organization — be it corporate, association or otherwise — charged with the responsibility of planning and executing a meeting or special event. experience, planning skills and attention to detail to help create and deliver events that meet or exceed expectations. Meeting planners are leaders. Meetings

2019 175

Administrative Assistants Broaden Your Skillset

Office Dynamics

When it comes to figuring out your soft skills, enlarge your vision; don’t just look at the tasks such as meeting planning or calendaring. For example, what are the skills you need to be excellent at meeting planning? Write a plan. This is the hard part and most people (of all walks of life) don’t want to take the time to write a plan. However, once your plan is in place, it is easy.

2019 154

SURROUND yourself with a team of experts to make you and your organization SHINE!

Office Dynamics

A meeting planner by MY definition is the go-to person within an organization – be it corporate, association or otherwise – charged with the responsibility of planning and executing a meeting or special event. Not all people who plan meetings are “meeting planners,” nor do all meeting planners start out their careers as meeting planners. Did I think of this as meeting planning? Planning meetings is very involved.

2019 173

Assistants Must Excel at the Fundamentals

Office Dynamics

They feel they have been managing calendars or planning meetings forever so why pay attention. For 28 years, I have been teaching assistants to pay attention to the fundamentals such as meeting planning, travel planning, calendar maintenance, organizational skills, follow-up systems, time management, and communications. Meeting Preparation and Coordination. From Joan Burge’s new book, Joan’s Greatest Administrative Secrets Revealed (2018).

2018 181

Successful Assistants Combine Left and Right Brain Thinking

Office Dynamics

Let’s take for example the task of meeting planning or calendaring for your executive. To achieve your best results, you would schedule meetings or appointments for your executive using both sides of the brain. Be sensitive to the fact that your executive may have jet lag, or be tired from a hectic schedule of running from meeting to meeting. Can you really fit in another meeting on Wednesday? Are you being practical about meeting scheduling?

2019 175

Calendar Management for Executive Assistants

Office Dynamics

Meetings, meeting, and more meetings! In spite of all the technology, meetings have not gone away. Whether your executive is holding a virtual meeting or attending a virtual or live meeting, there are certain steps you can take to ensure you are properly scheduling meetings and making your executive’s life easier. As an assistant of 20 years, I had one perspective of meeting management. Meeting planning is a cognitive task.

How to Stay Organized with Leadership Team Meetings? – Ask An Admin

Office Dynamics

In starting 2019 off on hopefully on the right foot, I am looking for advice on how to stay organized with all the meetings. Making sure agendas are going out timely, meeting with leaders to create the agenda, taking notes, bringing attention to meetings, etc. Meeting Planning and Execution Live E-Learning Course. The post How to Stay Organized with Leadership Team Meetings? Ask An Admin Meetings Organizational Skills Uncategorized

2019 133

Are you getting attendees to your meetings?

Practically Perfect PA

So you have organised a meeting, it has been in everyone’s diaries for ages, you’ve booked a room and ordered tea and coffee. You get to the meeting room only to find a handful of attendees have arrived, some turn up late, others couldn’t find the room and one person just didn’t bother turning up. Here are a few tips which will help you get attendees to your meetings. Plan the meeting in advance. Use a meeting productivity tool.

2015 130

Meetings, Meetings, and More Meetings

Office Dynamics

I bet that like many people you thought meetings would go by the wayside because of technology or at least there would be fewer meetings. The reasons meetings. have increased are due in part to the rise in teams and requisite team meetings and technology such as video-conferencing accommodating slashed travel budgets. Approximately 11 million meetings occur in the U.S. I would like to give you some tips as you prepare for meetings this week.

2018 124

How Assistants Can Save Time and Be More Efficient

Office Dynamics

Use the P-O-S-T method for strategic calendar planning/invitations. Meeting planning template- yearly with six month check-in. Print calendar and prepare meeting folders for the next day. Are you an assistant looking to become more efficient? Save time and get more work done? Below is a listing of ways you can save time and be an efficient assistant. The bonus? These tips were provided by executive assistants like you! Time Saving Tips for Assistants.

2012 100

Multigenerational Communication & Cross-mentorship

Office Dynamics

When given the opportunity to meet with someone fairly new to the profession and someone embracing an upcoming retirement to explore even more in life, I enthusiastically embrace the moment and ask several questions of each! The diverse team has combined organizational and time management skills, event and meeting planning, business savvy, continued professional development drive and so much more to ensure success and positive outcomes. By Dana Buchanan.

2018 132

Effective Committee meeting management

Practically Perfect PA

Last week I wrote a blog on minute taking during meetings. The minutes are the end product of a meeting but how do we ensure the meeting itself is well organised, productive and attended by the right people? I’ve worked with quite a few Boards and Committees over the years and have organised some worthwhile meetings and also some useless time wasting meetings so I understand the balance needs to be right and steps have to be followed to ensure the meeting is a success.

2012 161

Effective Committee meeting management

Practically Perfect PA

Last week I wrote a blog on minute taking during meetings. The minutes are the end product of a meeting but how do we ensure the meeting itself is well organised, productive and attended by the right people? I’ve worked with quite a few Boards and Committees over the years and have organised some worthwhile meetings and also some useless time wasting meetings so I understand the balance needs to be right and steps have to be followed to ensure the meeting is a success.

2012 160

How To Leverage Criticism At Work

Office Dynamics

An administrative peer thinks his process for approaching meeting planning is the best way and you feel your approach is better. The consultant meets with the administrators regarding their professional image, the manner in which they do their work or their workflow processes. Autumn is here and I’m loving it. Are you enjoying the cooler weather of fall? I love fall (yes, even in Las Vegas).

2016 138

Calling all Northern Arizona Virtual Assistants: Is there anyone.

Loosely Speaking

If you reside in Northern Arizona and your VA practice meets the * criteria listed below, then you won’t want to miss this local meet-up of seasoned professionals. Please feel free to forward this information to any other VAs you know who do meet our guidelines as stated above. We’ll meet at The Raven on Cortez Street (in Prescott Arizona) at 9 a.m. I’ll try to keep it open, because it would be fun to meet some new people and catch up with you!

2009 100

A Day in the Life of an Admin

The Office Professionals Place

Their duties include (but are not limited to) answering and screening calls, meeting and greeting clients and customers, maintaining executives calendars, writing correspondence, generating reports, meeting planning, filing, travel arrangements, maintain client/customer data records, supervising others, and the list goes on.

2009 100

12 Days of Christmas Webinar: The Organized Admin with Julie Perrine

Office Dynamics

Meetings/Events. Travel Planning. So I wanted to provide a plan of action for these assistants that would help them get and stay organized. Travel Planning. Event/Meeting Planning. Travel Planning Example: Your travel planning system involves lots of different forms, templates, and checklists. You have an intake form for ensuring you get all of the details you need up front for effectively planning their trip.

2016 128

How to Organize Your Work [or Figure out what to do first!]

Office Dynamics

Stay tuned to announcements about online courses related to this topic and other administrative fundamentals like meeting planning and organizational skills. Prioritizing for Executive and Administrative Assistants. I have been training and working with executive assistants and administrative professionals for 22 years. The question I am most frequently asked is, “How do I prioritize my workload?” ” Everything handed to me seems to be urgent.

2013 113

4 Fresh Meeting Trends and Where to Find Them

Office Dynamics

In the midst of our constantly-changing culture and ever-more-digital world, the meeting and events industry is the next realm to be updated. Dull, dusty meeting rooms are being replaced and refreshed by smart trends that are making meetings more productive and more enjoyable. interesting meeting rooms and workshop spaces is changing the market and offering many more options to meeting and event planners around the world. budding meeting industry trends.

2016 100

Art+Science=Success

Office Dynamics

For example, meeting planning requires that we take an art side (soft/intuitive) and science side (hard/logical approach). It means we use a check list throughout the pre-meeting phase to make sure we cover every step. The logical approach means we have order and structure; that we look at the meeting from an analytical perspective - is there a real reason to have this meeting? Success in the business world requires that we take an art + science approach.

2010 100

Art+Science=Success

Office Dynamics

For example, meeting planning requires that we take an art side (soft/intuitive) and science side (hard/logical approach). It means we use a check list throughout the pre-meeting phase to make sure we cover every step. The logical approach means we have order and structure; that we look at the meeting from an analytical perspective - is there a real reason to have this meeting? Success in the business world requires that we take an art + science approach.

2010 100

Experience vs. a university degree part two

Practically Perfect PA

I’ve attended numerous seminars in leadership, time management, MS Word, Excel, Outlook, meeting planning, event planning, and disaster recovery planning (Joan Eisendot and her website are fantastic resources) as well as is Tyler Davidson at Meetings Focus magazine/website, and freely shared the knowledge with my peers and anyone who asked. A few months ago I asked the Practically Perfect PA readers if they could complete a survey for me.

2014 147

Thinking Outside the Job Description Box

Laughing all the Way to Work

Event Planning: Event planning is a big industry that looks for people who are skilled in planning big events without a hitch. What better candidate to take on that role as a career, than the assistant who regularly plans events from small meetings to large conferences. Some assistants regularly manage small budgets when planning functions or have bookkeeping responsibilities and work regularly on spreadsheets.

2008 138

Thinking Outside the Job Description Box

Professional Assistant Blog

Event Planning: Event planning is a big industry that looks for people who are skilled in planning big events without a hitch. What better candidate to take on that role as a career, than the assistant who regularly plans events from small meetings to large conferences. Some assistants regularly manage small budgets when planning functions or have bookkeeping responsibilities and work regularly on spreadsheets.

2008 100

The pronouns you use can reveal a lot about where your head is

Laughing all the Way to Work

My mind is already planning the next Board meeting and how I will organize my desk and the filing at the new place. Meetings - Are you in the middle of planning a meeting? I keep a meeting scheduling form at my desk. I know exactly where I am at with the meeting planning just by looking at the form. One of my co-workers told me that I was already using "we" and "us" when referring to my new employer.

2008 100

Having a good outlook when it comes to Outlook

Laughing all the Way to Work

Sometimes a calendar can change, a meeting gets cancelled or postponed and needs to be rescheduled. It is ideal to have daily meetings to plan for the days and weeks ahead, but sometimes that is not possible if your boss is on the move. You would not want your boss to find out about an important meeting at the last minute that they should have been prepared for. If the meeting is by teleconference you should have call-in numbers typed in the meeting notice.

2008 100

On the job tips for new Admins.

Laughing all the Way to Work

I have daily meetings with my boss so sometimes I print the e-mails that I have questions on and put it in a folder and then we go through each item and he lets me know what, if anything, I need to do. If he is travelling, I send it by e-mail, but it has been my experience that I will get better results with a face-to-face meeting. Sometimes e-mail is not the best way to communicate and it needs to be followed up by a phone call or face-to-face short meeting.

2009 132

Admin in the Spotlight: Interview with Lynn Holgate, 2010 Stevie.

Laughing all the Way to Work

Lynn has organized strategic events such as the companys internal trade show, all-hands meetings, the annual awards banquet, internal events and leadership off-site meetings. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway?

2010 118

We don't know what we don't know

Laughing all the Way to Work

If you are part of an administrative team you can use your meetings to share knowledge with each other or give tips on something new you have discovered. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway?

2010 116

When your voicemail goes awry.

Laughing all the Way to Work

EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway? Building Relationships one Assistant at a Time ► April (2) Keeping focussed in a busy environment When your boss arranges meetings behind your back.

2010 118

Admin Buddies

Laughing all the Way to Work

If it is a planned time off then you can meet with your buddy and give them any instructions or information they will need to handle in your absence and any contact names and numbers. You hear something while walking down the hall or are copied on an email and know something about the purpose of a meeting coming up. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on.

2010 109

Where's the remote thingy for the PowerPoint?

Laughing all the Way to Work

EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway? Building Relationships one Assistant at a Time ► April (2) Keeping focussed in a busy environment When your boss arranges meetings behind your back.

Dealing in real time.

Laughing all the Way to Work

I’m a visual person so it really helps me to plan my way to my goal. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway? Meetings Plus: Taking them offline On the job tips for new Admins. Preparing your boss for meetings away from the off.

2010 109

Now that is dedication.Executive Assistant donates kidney to her.

Laughing all the Way to Work

EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway? Building Relationships one Assistant at a Time ► April (2) Keeping focussed in a busy environment When your boss arranges meetings behind your back.

2009 109

A twelve step program to survive as an Admin

Laughing all the Way to Work

Schedule meetings with your boss regularly, but at the very least annually, to identify areas that need improvement and also for encouragement in areas you are doing well. Come up with a plan on how you are going to improve in the areas you identified as needing improvement. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Meetings Plus: Taking them offline On the job tips for new Admins.

2009 109

Do you like what you do?

Laughing all the Way to Work

I feel a great sense of accomplishment when I’ve been able to plan and complete a project successfully. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway? Meetings Plus: Taking them offline On the job tips for new Admins.

2009 132

Whose meeting is it anyway?

Laughing all the Way to Work

© Copyright Patricia Robb 2010 16 May, 2010 Whose meeting is it anyway? Do you ever get a meeting request and an agenda has not been provided, or if it is a teleconference the call-in details have not been given or the boardroom hasnt been booked for an internal meeting? When booking meetings ownership of the meeting has to be established. I love having a checklist so suggest for each meeting you start a checklist to make sure you cover all the bases.

2010 100

When your boss arranges meetings behind your back.

Laughing all the Way to Work

© Copyright Patricia Robb 2010 5 April, 2010 When your boss arranges meetings behind your back. Does your boss ever organize a meeting behind your back? He will have a quick conversation with a staff member and set up a meeting, but not tell me anything about it. Assess which meetings can be adjusted without too much disruption. Internal meetings can usually be changed more easily so start there. Preparing your boss for meetings away from the off.

2010 100

We did it Canada!

Laughing all the Way to Work

EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway? Building Relationships one Assistant at a Time ► April (2) Keeping focussed in a busy environment When your boss arranges meetings behind your back.

2010 100

I gave at the office

Laughing all the Way to Work

EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway? Building Relationships one Assistant at a Time ► April (2) Keeping focussed in a busy environment When your boss arranges meetings behind your back.

2010 100