Monday, 29 October 2012

Tips For Holding Your Next Team Meeting

You have just had the honor of being assigned the task of managing an important event. You get your team together and, after a few brainstorming sessions, you try to map out your plans for the prestigious event,. But even after a week or so, your plans arestill not finalized and most of your team members do not have any idea of what to expect or what is expected of them. This is  not an uncommon scenario and in no way reflects on the competence level of the manager or the team. After all, it’s not like you work for an event planning company. It is just a matter of knowing a few tips to make your meetings more productive:

Always have an agenda in place before you call for a meeting.  The agenda should have a list of all the points or topics that need to be discussed during the meeting.

The manager needs to act as facilitator who makes sure that all the points on the agenda should be addressed without wastage of time on any one point and neither should any point be missed. Points that are not on the agenda and do not pertain to the tasks at hand, should be made note of and discussed in a later session.

One person from the team should be designated to make note of the minutes of the meeting. A copy of this should be sent to each person from the team so that he / she is reminded of their responsibilities.
For successful corporate event planning,the manager should make sure that every task is assigned to at least one person and each person should have a clear understanding of what he/she must do to.

Each task should be clearly defined, either in the same meeting or later in one-on-one meetings between the manager and that team member and deadlines should be defined and set. It is a good idea to get the team’s feedback on the status of the project on a regular basis.

Frequent meetings may be a drain on the time of the team members. A good manager needs to ensure that the team spends more time working on projects rather than in meetings. Email updates should be enough to update the manager and the rest of the team about the status of each task.

Or to make it easier on you, you could hire a professional corporate event plannerthat will help you with everything from the budgeting and planning to the execution and evaluation of your event. This will free you and your team from the hassles of organizing the event so that you can focus on the work that you are best at. You will just need to be available to give your input and act in a supervisory capacity to make sure the event management consultants stay on track with your event. A good event manager will leave no stone unturned in making sure your event is a resounding success.

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