Short-term meetings are a fact of life. Rather than scrambling to cover all of the bases whenever a meeting pops up at the last minute, it is better to have all the necessary information ready at your fingertips. The following seven survival strategies will help you plan for the inevitable, because you know as well as I, it's going to happen someday.
Survival Strategy #1. Question the need of the meeting. Before you jump into action to start your last-minute meeting organization, challenge the request. Deciding to hold a meeting demands serious consideration because of the costs involved, both direct and indirect, so double-check the rationale for holding the meeting. Develop a few pertinent questions to ask and find out if a meeting alternative such as a Webcast or a teleconference would achieve the same results.
Survival Strategy #2. Know the basics. If the meeting really needs to happen, make sure that you plan for the essentials:
--What is the purpose of the meeting?
--Where should it take place—on or off site?
--When is it scheduled for—date and time?
--What's the meeting agenda?
--Who needs to be invited?
--What are the food and beverage requirements?
--What specific materials and equipment are needed?
--What travel and hotel arrangements, if any, are necessary?
--What is the meeting budget? (When it comes to budget, remind your boss that it is extremely difficult to maintain low cost when you are buying at the last minute. The reality is that last-minute space often comes at a premium.)
Survival Strategy #3. Develop checklists. Checklists should be every meeting planner's guardian angel. They help to organize thoughts and actions when tight deadlines are looming. With the hundreds of pieces that make up the meeting puzzle, checklists are the only way to pull them together and keep tabs on all the details. Cover all your bases. The more thorough you are, the greater the probability of success, even at the last minute.
Survival Strategy #4. Create a contact list. When you need something in a hurry, whom do you call? These are the people who need to be on your contact list. Consider your facility needs, catering, AV, etc. Compile a list that includes cell phones, fax, and e-mail information. Keep this list updated annually since contacts and their information can change. Also include useful Web site resources as you find them.
Survival Strategy #5. Build relationships. Don't wait until you need a favor 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.
Survival Strategy #6. Develop contingencies. Because your plans are last minute, there is a greater chance of something not working out the way you'd like it to. So what's your backup? 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.
Survival Strategy #7. Learn to laugh. Keeping a sense of humor will definitely help prevent you from getting angry and frustrated with those disorganized managers who leave things to the last minute and still 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 A. Friedmann,CSP, is founder of The Tradeshow Coach, a Lake Placid, NY-based meetings consultancy. She is also the author of Meeting & Event Planning for Dummies. Go to www.thetradeshowcoach.com to contact her.