|
themanager.org | Search |
Ten Secrets of Super Successful Meeting Planners
By Susan Friedmann
Whoever said that being a meeting planner was easy, lied! Rather, it should be classified under the tough and demanding job category. But, along with being tough, it's also fun, exciting, exhilarating, stimulating, and never, never boring. You have the opportunity to go to exotic places, stay in luxurious hotels, and experience life from a totally different angle. Who could ask for anything more? For those of you ready to shoot me at this point, know that I fully understand your pain!
The purpose of this article is to look at ten skills that help make a super successful meeting planner, and how you can take this expertise and use it to enhance the great job you're already doing.
1. Planning
and organizing
The most common reason shows go wrong lies in the simple fact that not enough
time is devoted to adequate planning and preparation. And, many of those shows
that are believed to have been successful, are often more by chance than
through actual organization. Super successful meeting planners have both a
strategic exhibit marketing and tactical plan of action. They then use the
following five basic questions as their foundation before making any
arrangements:
2. Taking
care of details
So much of putting a meeting together means taking care of the details, and
there are usually more of these than you care to think about. Being
detail-oriented is a definite plus. The key to so much of an meeting planner's
success is having a system that works. Creating checklists is one of the best I
know. 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.
I'm getting dizzy just thinking about it.
3. Practicing
savvy marketing
A significant part of a successful meeting planner's role involves developing a
pre-, at- and post-event plan. Most meeting planners fail to have a plan that
encompasses all three areas. Budget is naturally going to play a major role in
deciding what and how much promotional activity is possible. Super successful
meeting planners know the importance of developing a meaningful theme or
message that ties into their strategic marketing plan, and that will guide
their promotional decisions. They know and understand their target audience and
plan different promotional programs aimed at the different groups they are
interested in attracting.
4. Being a
team player
Super successful meeting planners know exactly how to work together as a team,
helping each other out whenever and wherever necessary. They help everyone get
acquainted, develop a level of trust, and familiarize and understand each
other's strengths. They know what it takes to create an environment of
camaraderie where the staff, as a whole pulls out all the stops to succeed and
set themselves apart from the competition.
5. Knowing how to manage time
Super successful meeting planners have mastered the art of managing their time.
They are well organized and have essential information at their fingertips,
which means that their work environment is orderly and efficient. They know
their priorities, don't over commit themselves, and can differentiate between
important and urgent tasks. They are superb delegators and are not afraid to
ask for help whenever they need it. And, finally, they don't procrastinate; on
the contrary, they practice the "do it now" habit.
6. Negotiating skillfully
Skillful and savvy negotiators know exactly what they want. They spend time
doing their research so that they know as much as possible about their
opponent. They are prepared with strategies and tactics, questions and possible
concessions. They are masters at finding alternative ways of talking about,
reacting to and solving problems. They use their talents of intuition,
flexibility and concern for others to reach an agreement where both sides win.
They look to create a feeling of cooperation to build a mutually beneficial
working environment.
7. Applying
a positive attitude
Research successful people and you'll find that having a positive, "can
do" attitude ranks high on their list of characteristics. Not only are
they positive and upbeat, they surround themselves with naturally positive and
successful people. Give it a try and see it their attitude rubs off on you.
When you focus on what you can do versus what you can't do, expect to find
solutions to your various challenges. Try changing your vocabulary to reflect
your optimistic thoughts and feelings, and see what happens. People find you
more attractive and want to be around you, especially when you focus and direct
your conversation onto the outcomes they want.
8.
Evaluating results
Any master continuously looks to improve on their performance, and a super
successful meeting planner is no different. Create a system to evaluate your
results. Ask booth visitors and your for their feedback. Find out what they
liked about your booth and general show participation, and what would they like
to see improved. In addition, ask yourself what you thought went well and what
you would do differently if you had to organize this show again. Chronicle all
your data and keep accurate records so that you can refer to them the next time
around.
9. Being a
perpetual learner
We live in an information age and are surrounded by more stuff than we can
possibly cope with. However, successful people love it, as they are perpetual
learners. They know the pitfalls of relying on what worked in the past as a
guide to what will work in the future. That's why they constantly look for new and
improved ways of doing things, learning from the masters and staying open and
willing to try different approaches.
10. Keeping a sense of humor
If you don't laugh you cry and in the exhibit industry there's no lack of
situations where it's easy to shed a tear. Keeping a sense of humor will
definitely help prevent you getting mad, angry and frustrated with those
incompetent and disorganized suppliers. Learn to laugh at their mistakes as
well as your own to keep a saner perspective on life. If nothing else, remember
that laughing is good for your health and will help reduce your stress and
blood pressure levels.
THE TRADESHOW COACH
30 Saranac Avenue
Lake Placid, NY 12946
Ph: 518-523-1320
Fx: 518-523-8755