30 Jun 10 Save Time When Planning

Meeting planning can take a long time, but it can also be streamlined with a little bit of practice. Here are a few tips for learning how to streamline meeting and/or event planning:

Mailing/SMS lists – If the participants are notified electronically, create lists. If certain people get left out of Monday meetings but not Tuesday meetings, then make two lists. Lists make sending notices both more reliable and much quicker. Some programs can also be used to track whether e-mails were opened or not.

Anticipate needs – Excellent meeting planners observe carefully what participants ask for at meetings and anticipate those needs recurring. If Mr. Jones from accounts receivable likes a coffee with two sugars and cream today, then chances are he will like it again next week. If Bob from sales likes an extra-soft chair cushion today, he will probably want one next week too.

Backup plans – It pays to remember that there is a heightened chance for things to go wrong when events or meetings are being held off-site. Having a backup plan makes recovering from an unforeseeable problem a lot easier. A few minutes preparing a backup plan can help save hours and save face.

Send reminders – Send reminders to participants, catering, and all other relevant parties just to ensure that everyone is on time and ready to perform their part when they are supposed to.

Use the Internet – book travel arrangements and source group cruise events entirely online to save time and money.

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