Showing posts with label time. Show all posts
Showing posts with label time. Show all posts

Friday, March 8, 2024

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.


Friday, March 1, 2024

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”




Wednesday, November 8, 2023

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?

Friday, July 7, 2023

Preparing Your Report

Currently, I'm preparing progress reports for upcoming meetings. As this year progresses, I have been considering how to achieve a concise, straightforward way to ensure that each report delivered covers relevant information. If you are reporting to different organizations and in different portfolios, then ensuring you are communicating clearly and concisely will help make better use of your time.

There are numerous ways to draft your report. You may choose to use paragraphs, bullet points, or sub-headings.  Some organizations may have a proforma template that each person or departmental manager uses.

From writing many progress reports over the years here are a few tips I have learned that might be helpful to consider:

  • address report to the appropriate manager or board.
  • be concise.
  • be current (don't write on events or projects that are out-of-date, unless the historical value adds to the report).
  • ensure you address the areas over which you manage.
  • if part of your report, ensure any problems or challenges are noted and what you have done to address the issue, or what assistance you are seeking.
  • include any future planning for your area of management.  This may also include advising staff leave, travel plans, and project deadlines.
  • choose an easy-to-read font in a suitable size.
  • do not use slang or cliches.
  • do not include favorite quotes, etc.  Usually, reports are business based, even in not-for-profit, so keep your report looking clean and professional.




Tuesday, February 7, 2023

If You Fail to Plan, You Plan to Fail!

 You've read the saying, "If you fail to plan, you plan to fail!

Being organized and ensuring you have your day planned out, helps in planning to succeed, instead of planning to fail. Over many years, I have watched many people both succeed and fail.  Some tell me, "I just go with the flow!", or "I can't plan past the new couple of days, it's just too far." 

Others tell me how they have planned out their goals and what actions will need to be undertaken up to a year or more ahead so that they have the best possible chance of success.  The difference between these two types?  

Simply, it's having an action plan in place and ensuring that they consistently work towards the goal they have set rather than "let's hope for the best".

This quote, I think sums up 2023 for me and part of what I want to achieve: 

"To be successful at anything, you must simply be what most people aren't: Consistent." (Anon)

How can you begin to plan for success instead of failure?

  • Set aside time each week to dream, research, and plan the activities you want to achieve.
  • Determine what activities are urgent, short-term planning, and long-term planning.
  • Begin collating what you need for short-term and long-term plans. E.g. you decide to apply for a housing loan. In undertaking this process, documents will need to be gathered and certified, book an appointment with an authorized broker or local bank.
  • Action urgent jobs promptly; don't leave until the last minute.   Ensure the work undertaken is your best.
  • Have a notebook or daily planner sheet that you can tick off jobs as they are completed.
  • Don't be overwhelmed; break the jobs down into manageable tasks. I have found this helps manage stress and anxiety levels, especially when undertaking a role or request that I have never done before.
  • Review, review, and review documents and information before sending.  This saves time and embarrassment.  
  • Have regular times that you are at your desk, so people know when they can contact you.
  • Plan time to rest and have a break.
  • Take care of yourself.
(Canva)


Monday, November 28, 2022

Embracing Change?

Over the past few months, significant changes have occurred in our family life. Changes in employment, our youngest graduating from High School, and myself, taking up a new Not-For-Profit executive position.

Change can bring the feeling of being uncomfortable and challenging, and certainly cause you to either embrace it or hide away.

Undergoing change in your life is not comfortable. Often friendships formed in the workplace, and other organizations change, even end. Relationships change. Finances change. Family life changes.

Recently, I have been reflecting on how to embrace the changes positively. Is this easy? No. But to live life to be effective means being willing to change, even when your mind is screaming NO!

To begin this process, I have begun:

  • Getting up earlier in the morning and having breakfast (or a cuppa) with my husband.
  • General House tidy-up (making the bed, cleaning bench tops, washing, dishes, general household duties).
  • Set time aside for reflecting on God’s Word.
  • Deal with urgent emails, accounts, and the import “To Be Done” items on my list.
  • Set time aside later in the day to read, rest, pray, and visit.

It is so easy to fall into procrastination or become overwhelmed.

Iveth Luna (song “In You” sings, I can do all things...even when the darkness comes, even when the mountains tower...in You (the Lord).

That is how I get through each day - with the Lord. If the past few months have taught me anything, it is I cannot get through the changes without the Lord

As organized as one tries to be, unless the Lord directs our path, the journey will be rough. The path may have stones that irritate you because they get in your shoe, or there may be a block on the path, your health may be under attack, or your family life has changed. Whatever the situation, the constant presence, and love of the Lord is comforting and reassuring

What changes can you make today to start each day more positively?



Monday, October 31, 2022

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!



Monday, October 17, 2022

Teamwork

 Teamwork.  We often hear this word, read about the importance of it and in our workplaces are encouraged to participate in it.

What is Teamwork? The Cambridge Dictionary tells us, "the activity of working together in a group with other people, especially when this is successful."

Teamwork isn't always easy.  Some people find it much more appealing to work alone, whilst others relish the opportunity to work with others.

Teamwork, when everyone in the group chooses to participate and work together, can lead to creative and successful outcomes.  To achieve successful outcomes, all participants need to intentionally  ensure a numbe of actions occur.

1. Turn Up on Time!  Meetings (either in person or online) to brainstorm, collerabrate, and compile are important and it is very frustrating if participants are late joining the meeting or not turn up at all.  If you are part of a team of people, then TURN UP! Turn up to participate, turn up on time, be proactive.

2. Do Your Part!  Your contribution is important.  Ensure you complete the assigned tasks ontime and to the best of your ability.

3. Ask for Help! If you are overwhelmed or struggling, then reach out to the team and ask for help.  That's not, I don't want to do the task or I haven't ensure enough time.  It's asking for help when I've tried and need someone to review or assist.

4. Affirm Each Other!  Encourage one another and affirm the team members abilities and skills.

5.  Celebrate Your Success and Milestones!  Don't forget to celebrate together the milestones achieved and successful outcomes.  When things don't quite go to plan, find what to celebrate and then how together work out the issues that still require resolution.