Local Events in your community and region

Are you aware of the local events taking place in your community and region? Every week, communities across Australia plan, and host events to promote their towns, activities, festivals, and regular celebrations.

So how can you:

• find out about upcoming events
• participate in events
• promote events.

Finding out about events in your local community and region isn't all that difficult.  Simply begin by visiting your local information centre, googling, going to the local Facebook noticeboard for your town, or looking up your regional council events calendar.

There are always events and opportunities to connect with your community taking place.

For example:  Here in Yungaburra we have a monthly "Sunday afternoon in the park" event where local performers can showcase their bands and talent to our local community. (Reference: https://www.facebook.com/yungaburrarotunda).

My local community is always hosting events to encourage connection.  We have monthly markets, an annual book fair, monthly N-F-P group meetings for various interests, and groups that work together to promote our local environment, classic vehicles, sports, and the wider region.

Participating in events?  A suggestion is to simply attend some of the promoted events and take a look.  There's an opportunity to meet people and make connections.  You may find like-minded people and a group where you fit. 

Promoting events - what skills and talents do you have that could assist groups and n-f-p organisations to promote their events?  Can you use social media well or have the ability to write promos, take photos, or event planning?  Getting involved may mean some of your time, but your involvement helps to create a more positive community and a means of connection.

What do you know about your community?  How can you use your skills to enrich the area in which you live?  

Event Planning (don’t be afraid to ask for help)

 To successfully ensure your event runs smoothly, you will need help. Even a small-scale event runs better if you have help.

If you are planning a small afternoon tea for an executive group, it might be as simple as booking a table at a café and advising the date and time, plus any dietary needs, as well as advising tea/coffee preferences and who will be paying the invoice and how.

Larger events can run more smoothly if you enlist the help of others, whether paid staff or volunteers.

Some help you may need:

• A person assigned to the registration table to ensure delegates/attendees are registered and given any items for the events (program/sponsorship promos),

• Someone to collect speakers/presenters from the airport/train station, etc,

• Someone to help you oversee the final preparations of accommodation, catering, and staging (decorating).

• Someone to help you ensure permits/insurance and advertising are met.

Tip: Communication is key!  Ensure you provide regular communications to registered attendees, staff (and volunteers), sponsors, and your managers.

Ensure you keep invoices, receipts, and financial paperwork and continue to update the budget to reflect what is taking place.

Have your paperwork ready and together so that all agreements, insurance, permits, risk management and incident reports, etc. are easily found, should you need them.

Tip: write up a post-event report and note what was successful and what could have been better.  If asking attendees for comments, take note of both positive and negative comments for future planning.

Event Planning (so you have an idea)

So, you have an idea!  That’s great.  How do you execute this idea from simply that, an idea to an actual event?

When tasked with ensuring a successfully planned event, what are the first steps that you need to undertake?

Timeline and initial planning -

• What is the event for and who do you want to invite/expect? Will the event be open to the public, is registration required and is there a cost?

• What do you expect to achieve from this event,

• Budget and reporting - cost of event and costs to plan and execute event? How will you fund this event?

• Venue for the event (Risk Management and insurance, technical equipment required, staging of the event, security, permits (e.g. RSA),

• Date/s and time/s of event,

• Presenters and speakers – what is their availability and what needs do they have regarding accommodation, catering, transportation and health.

• Staffing requirements: will you have paid staff or volunteers, or a mixture?  What crews are needed for planning, set-up, working through the event, and then pulling down/tidying up.

• Advertising (Print/social media/website) and invitations – printed/online/ticket sales/registration),

• Required travel and accommodation – is access easy to transport people or park vehicles, will people need to fly or drive, can they use public transport?

• Catering for the event (food and beverages).

Whilst there is much to be considered and undertaken, with some forethought and proficient follow-up and planning, a successful outcome can be obtained.

Firstly, set up a timeline leading up to the event itself.  When is the event to be held – and what do you need to ensure that this will be a successful event?

As you will require funds to ensure a successful event, begin researching on costs of venue, catering, insurance, travel, advertising, staffing, registration, staging the event (how it is presented), technical equipment, cost of presenters/speakers, time needed for ensuring each person involved knows what their role is and how to undertake that role, etc.

Tip:  Have a “Plan A” and a “Plan B”

Diary planning and Scheduling meetings

 Diary planning…scheduling meetings!!!

Do you groan with frustration when this task is next on your list, or do you find it easy?  From many years of scheduling meetings and adding tasks, events, etc into different managers’ diaries, I have found that the main component of concise, well-planned diary management versus frustration, stress, and ‘pull-your hair-out’ diary planning and scheduling is one simple word:  Communication!

Communication is key to ensuring:

·        Meetings are planned with breaks, appropriate notes and reports, and travel time allowed (if required),

·        Meetings are concise and all attendees know the time allotted and the reason for the meeting,

·        The diary is well-maintained with appropriate information included and easy for the manager and assistant to review quickly.

When communication is poor, the secretary/assistant arranging meetings and scheduling the diary will be frustrated, not able to include appropriate documentation or information and then often feels that the task is overwhelming.  I have been in different areas of both paid and not-for-profit where people assigned to scheduling meetings put it off and then the meeting/s do not accomplish their purpose.

Some tips that may help:

·        I cannot stress enough how important COMMUNICATION is to successfully plan meetings.

·        Review daily/weekly the meetings that need to be arranged and book them as early as possible.

·        Gather all documentation required (reports/data/plans) and have the required number of copies ready for attendees.

·        You may find using color coding in the diary system helpful.

·        Ensure an email is sent after you have phoned to book an appointment, confirming the appointment/meeting.

·        Send a follow-up email 24 hours prior to the meeting as a confirmation.

·        If you need to postpone/cancel a meeting, do so as early as possible and if required, re-book.

·        Have your scheduled meeting list ready and all your folders/documents together so that you can quickly access the required information.

Communicate with co-workers/volunteers as required to advise when you will be available to speak between meetings so that interruptions are kept to a minimum.

Hopefully, some of these tips are helpful and I am sure you will have more to add from your years of experience.

 

Preparation is key!

Have you heard the saying, "If you fail to plan, you plan to fail." There's wisdom in this saying.

I've often heard, "Well I'm spontaneous", or "I'll get to that when I'm good and ready."

Honestly, if I didn't plan and ensure a good workflow, then deadlines would be missed, and people would become frustrated because the documents and information they are waiting on to complete tasks would not be in their hands in time.

I am not saying that being spontaneous is not a good thing.  However, in preparing for board meetings, or any meeting, you should be planning well.

How can you plan well so that you don't fail?

• Planning for a board meeting takes time.  Do not leave planning and preparation until the last minute.
• Prepare your own report and ensure the other board directors are aware of the date and time their reports and any research briefs or sub-committee recommendations are due.
• Prepare an agenda for the meeting and distribute it with enough time for directors to read and make their notes in preparation.
• Ensure you are aware of what recommendations are being brought to the meeting and decisions that require noting.
• Ensure all relevant documents for the meeting are made available to each director and have access to a digital copy.
• Having your 'draft' minutes on hand on your device/laptop can assist in ensuring you record all relevant decisions and information.  If you choose to handwrite, then ensure you have your notepad and several pens (colored highlighters help).
• Have your paperwork and notes ready to go in an easy-to-find location on your laptop or printed in a folder marked for that meeting.
• Ensure your mobile and other devices are on silent so that you are not distracted throughout the meeting.
• Ensure you have adequate hydration, rest, and food before the meeting, and 'be present' in the meeting.  As the person recording minutes, you must be aware of the discussion happening and if you are unsure of a final decision, request clarification.

Planning and preparation are essential elements for any board/executive secretary undertaking a role in the meeting.  

How can you plan well, so that failure is not an option?

How To

 As a 'seasoned adult', I've had many years of experience in areas of not-for-profit, as well as paid employment.

Having trained several incoming staff through a variety of various positions, I noted it can be difficult to pass on all information that the incoming staff member may require.

Trivial things such as where floral arrangements/wreaths are purchased, or what to remember at various times of the year may not be recorded in the job guidelines but are intrinsically part of the role.

That's where a "How To" document might be helpful.  In this document (which I refer to as a 'living document), you note small incidentals, timelines, and practical notes that can assist the incoming staff member as they learn about what is required, especially after you are no longer working in that area. Looking back, I now realize that such a document in my early years of working in both paid and N-F-P work, would have been invaluable.

This document can be continually changed and updated by those referring to it so that as functions, timelines, and things change in your role, there is an up-to-date place of reference. It is an intentional document and one you are continually updating.

Such a document might seem to be a waste of your time, however, once you are not in that role, it can assist the new person, especially if they cannot contact you. Such a document, alongside the PD and PG, can stimulate conversation and help with communication in the working environment.

One way you might like to begin your "How To" document is by going through your Position Description (PD)/Guidelines (PG) and making notes on the small points that are not listed in these documents.

In some roles, knowing the manager's coffee preference can help set a more positive start to the working day!

Small incidental points, which seem trivial, can help create a positive working environment, or cause dysfunction as people become frustrated because the previous staff member "knew", but the new member of the team does not.

How can you create a "How To" document today and into the future, for when you train someone in your role?

Recording Minutes of a Meeting

Some people may ask why recording notes (minutes) of a meeting are important. The recording of decisions made provides a written record that can be referred to in the future, provide approval for actions to be implemented, and is kept as a historical reference.

The ability of the person to take minutes should be recognized. The ability to write or type notes while being immersed in the discussion, requires the minute taker to be prepared, well-organized, and multitasking.

Accurately recording all decisions made, ensures a documented reference for the group or organization of actions to be undertaken and completed.

The person taking minutes should record in a way that is not biased and provides enough information to show why the decision was made yet be concise. The ability to listen well and type/write quickly is essential.  If the meeting is over several days, or there are numerous items to be discussed and resolved, having a second person take notes is helpful. The notes can then be collated into one document post-meeting.

Writing/typing more information than you will include in the final set of minutes helps the minute taker to ensure they have captured all essential information.  It is much easier to reduce what is noted in minutes than to try and remember what is missing.

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Some suggestions that may be helpful to those assigned to take down minutes:

• Ensure distractions (mobile phone, apps, etc) are turned off or silenced.
• Save your work regularly if typing. I cannot stress the importance of this! If you have typed hours' worth of information but have forgotten to save the file and lose all you have worked on, it is frustrating and embarrassing.
• Be prepared - have all essential tools on hand and ready.
• Listen carefully.
• If unsure about the wording of a proposed resolution or minute to be noted, ask. Refer to the Chairperson for clarification.  Ensure you have accurately recorded both the person moving motion and the person seconding the motion.
• Take more notes than you will require.  It's easier to delete than remember.
• Have final draft completed as soon as practical post-meeting and send to Chairperson/assigned person for approval.

These suggestions are simply learned from many years of experience in undertaking such roles.

An accomplished minute-taker ensures that important decisions are accurately recorded. I encourage you to not be overwhelmed when minute-taking.  It is a valuable skill to learn and accomplish.

Be Intentional

What comes to mind when you hear the word ‘intentional’? 

Do you think, being purposeful, or taking a deliberate action that lines up with your beliefs, and values?

Many people have heard or read the verse from Proverbs 16:3, which states, “Commit to the Lord whatever you do, and he will establish your plans.”

One passage that has been important to me is from Philippians 4:6-7, which states, “Do not be anxious about anything, but in every situation, by prayer and petition, with thanksgiving, present your requests to God. And the peace of God, which transcends all understanding, will guard your hearts and your minds in Christ Jesus.”

If we are not intentional then we simply flounder, make sub-standard decisions that cause distress to those around us, and make a mark against our character.

Being intentional, as stated in the dictionary, says “done with intention or on purpose”.

So, what does this mean for you and me? Are we intentional? Does what we do matter?  I believe that being intentional is important.  We should be intentional in our faith, friendships, relationships, workplaces, and aspects such as communication, kindness, work ethic, and mental and physical health.

Each moment being positively intentional adds up to create an affirmative outcome.  Do you commit your time wisely in undertaking your work, whether paid or voluntary, to achieve a productive outcome that benefits the business or organization? Do you use and plan well with available resources (staff, volunteers, products, equipment) to achieve the best result possible?

If we seek to be intentional, then first commit to becoming:

·        Wise in our planning,

·        Communicate with clarity and encouragement,

·        Meet deadlines and reporting timelines,

·        Be accountable,

·        Be kind.

Planning, Listing, Learning!

Those who know me, they will understand that I am usually organized. I have lists everywhere, a planner colored for the month ahead, a diary (digital and/or paper) reflecting what's coming up, where I need to be, what needs to be purchased and bills to be paid.

It's Important to Plan

With the busyness of life in our modern society, it is important to plan - at least have some idea of what's coming up, what bills need to be paid, and what appointments must be attended.

It's easy to say, "well, I get to that when I feel like it," and for some, I guess that works. 

However, having a plan of action helps to lower stress levels, and ensure we get to those important appointments and events on the right day and at the right time. Can you imagine missing your child's special day at a school event or forgetting an important medical appointment?

Planning can be simple, or, depending on your work, voluntary positions, and demands on your time, more complex.  By planning at least, the basics, you can find ways to free up portions of your time so that you can invest in family, learning, relaxing, spiritual growth, and assisting in the community.

Lists

Over the years, lists...yes boring lists...have been my go-to, the lists ticked off have provided reassurance and have sometimes been used to prove that certain jobs have been completed. More than once, producing my list has proven that time-sensitive deadlines were met.  

Just having a tick-and-flick list can ensure you accomplish what's necessary to be completed on a certain day or meet a deadline. Ticked-off lists help to visually show there has been movement on the given task and give a sense of accomplishment.  You can use a list to break down a large job into smaller blocks of work, so you are not overwhelmed.

Learning

Never stop learning! If you stop learning, you are not breathing! Learning is life-long.  Perhaps taking on a new role is daunting but gather around yourself trusted people to affirm and encourage you as you step out.

A positive environment where you are encouraged to experience innovative ideas and challenges can bring a spark that fans into a flame of creativity.  Imagine what your creativity can bring to a not-for-profit group or your workplace? You may just have the idea they need to progress into a new and exciting pathway of growth!

Planning, having a list, continuing to learn - living life to make a difference!

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Staying Organised In A Chaotic World

Have you noticed how easily you can be distracted by news, social media, messenging and general life?

We all have busy lives.  Often we are simply trying to get through the day - complete work deadlines, make the NFP meeting we've committed to, get a  meal on the table, ensure the children's homework is done.

One way I have found to stay organised in the chaos is to simply take 10 minutes every few days, sit down with my diary (online/paper/planner, whichever works for you) and check through the week.  

• What is coming up - meetings and events?
• What do I need to purchase - grocercies, gifts, etc?
• What bills are due - vehicle registration, electricity, mobile phone account?
• What deadlines do I need to meet for work or N-F-P committee?
• What jobs need to be completed around the house?

You may have other questions that need to be addressed and noted into your diary. That's what a diary or planner can assist you with. Helping to keep you focused and organised so that by the end of the week, you're not feeling completly overwhelmed.

What steps can you take to plan your week more effectively?

Don't forget to schedule some time for you!

Some Things Have To Change

 Life happens...change is inevitable. Change comes, whether we are ready or not. Sometimes it's in our control, usually, we have little or no say in change.

How do we cope? Do we accept change or reject it? What is the impact on our lives, our careers, and our beliefs?

There are a few points that we do know:

1. Change will come whether or not we accept it or reject it.

2. Change may impact our lives, but we can learn to be adaptable.

3.  Change may be difficult at the moment, but the doors open to new possibilities, and new career choices.

4. Change is not something anyone wants to go through; our faith and beliefs are strengthened when we draw near to the Lord instead of pulling away.

Some verses to help:

• Psalm 51:10
• Philippians 4:13
• Proverbs 18:10
• Psalm 91:2 

Change brings about growth - in our character, in ourselves, in our faith and beliefs. We may not have much say, but how we respond will show either a positive or negative stance as to who we are. 

Whilst change will occur, there are some things that we can hold onto that are not changing:

 - God never changes;

- God's Word never changes, we grow and change as we read and apply the Words of the Bible to our lives;

- We are constantly changing; even if we think we are not;

-  Like the annual cycles of the seasons, life is a constant change.  How we embrace change will either help us flourish or flounder.

What will you choose?

Check Twice, Measure Once

 Have you heard the quote, "Check twice, measure once"?  I'm told that's what woodworkers do when they are working.

It's the same with planning an event.  Whether it's an event for work, community, church or family, we can use the same idea.

By "checking twice" and "measuring once" we can reduce potential situations that are created because it was overlooked or note considered.

So how can we "check twice"?

• make a list of what needs to be actioned - each job no matter how small or large;
• delegate to different team members if need be;
• make a list of items that are needed and don't just think about food but items such as tables, chairs, cutlery, crockery and even notepads and pens.  Everything you can think of.  It's easier to cross of the list than try to remember;
• think about who is attending (and ensure they are invited) and what their needs may be (access, parking, food allergies/intolerances;
• create a check list so you can tick each job/item off.

"Measure Once":

Whilst we might think, let's go with the flow, is ok and that is fine for something informal; taking the time to put pen to paper and ensure you don't forget important points in the planning will save time, stress and potential difficult situations that could have been avoided.

Planning and Preparation

 When you have a busy period, what's your "Go to"?  

For some of us it's a list (or several), scheduling tasks, a diary (paper or digital), maybe sticky notes.

I am a list person.  I make lists for all sorts of jobs.  It may be planning an event (or even a BBQ), meeting deadlines for acquittal purposes, ensuring that people are contacted for meetings, making sure that travel itineraries are submitted on time.

Whatever your reason, having some form of reminder is helpful, especially in today's fast-paced; information overload world.

Learning how to use technology to assist you and make life easier is a must.  Scheduling emails, texts and reminders can mean that your time is better utilised so that deadlines can be met, reports or documents reach the recipients on time.

You may find that a simple list, or scheduling reminders can help free up your valuable time.

A monthly planner, a few highlighters and a decent pen, plus a few minutes each week can make the difference between fluster and focus.

Have Your To Do List ready!

Tidy Workstation - Helping You Focus

How do you feel when you walk into a room that's cluttered and chaotic?  Do you feel like you can focus, or do you feel overwhelmed?

A tidy workstation or office helps us to focus.  We don't become distracted by the clutter, the "I must attend to that".

Simply having a clean desk, jobs sorted, drawers tidy help us to focus on the immediate task at hand.

Some suggestions:

• a basket/box for mail in and out,
• clipboards for jobs in progress (alternatively you may choose folders, marked desk trays),
• Monthly planner (to see what is coming up and to note deadlines),
• current year calendar,
• notepad,
• printer paper in easily accessible drawer/shelf,
• pens, highlighters, rulers, etc in a tidy drawer,
• Important documents (birth certificates, marriage certificates, passports, certificates, etc) in a folder.  I have made one for each of my children so that they can simply collect their folder and have all the relevant documentation available easily when they need to complete Identification/applications for loans, business, education, etc.

People have different ways of using their office/workstation space.  You may prefer paper; others prefer to have everything digital.  When you find what works the best for you, keep the flow going.  

In today's digital world, it's important to have a back-up.  If you have had children completing senior schooling then you will know what happens when their assignment is suddenly "lost"! Having a backup hard-drive or cloud storage will help lessen the stress that comes when you suddenly need to send an urgent email or upload a document to an online application. Ensure you have strong passwords and software protection.

A tidy workstation is important and makes working less stressful.

Break It Down, Don't be Overwhelmed

 In your daily work life, it's easy to become overwhelmed. 

Expectations are high.  Demands are constant.  People phoning, attending to the front desk (if you have a 'shop front'), everyone wants their questions they asked today answered yesterday.

How do we cope? Stress is a huge factor in today's work place.  We were told that computers and going digital would make work easier; however, many can attest this is not what has happened.

A few tips I'm learning:

Break it down.  What has to be accomplished first? Is there a few small jobs on your list that can be done easily and quickly? Which jobs will take longer and do they need to be done today or later in the week?

Plan your day.  Some people find daily planners helpful or creating tasks with deadlines.  Some may find a list for each day helpful or notes in their diary.  Whatever works best for you.

List.  I am a 'lists' person.  I love lists.  Probably drives everyone around me crazy.  I love routine and planning what needs to be accomplished.  However, life and work life don't usually run naturally on lists. You will need to account for sudden change and the upending of your plans.

Breathe!  Take a moment and just breathe.

Complete a task that helps you calm down.  For me, its digital filing - crazy I know, however it's a routine of doing the same actions.  You may find making a pot of tea or taking a 5 minute walk helps.

Move!  Don't sit in one place.  You need to move.  Have your printer or photocopier away from your desk so you must move.  Administration and secretarial roles are often sedentary.  Lack of movement, or routinely doing the same movements can lead to muscle aches and pain.

Remember, today is just one day.  

Breathe...just breathe