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.
Tags: Accounts Receivable, Backup Plan, Backup Plans, Book Travel, Chair Cushion, Cruise Events, Event Planning, Few Minutes, Group Cruise, Internet Book, Mailing Sms, Meeting Planners, Meeting Planning, Relevant Parties, Reminders, Soft Chair, Source Group, Sugars, Time And Money, Travel Arrangements
26 May 10 Two Critical Skills of a Cruise Meeting Planner
Two critical skills of a cruise meeting or event planner, and how to build them at your current job
Planning cruise meetings and cruise events can be a rewarding carrier, but it takes a certain kind of personality to be successful. Luckily, most of the skills involved in planning cruise meetings and events can be cultivated. Here are the two most basic skills required, and ways to cultivate them at your current job:
Planning backwards – events are often scheduled at specific dates and times, regardless of the planning necessary. This means that time management skills and thinking in a reverse-linear fashion are required. Starting with the event itself, what would have to be prepared? Booking of rooms, suites, conference centers, equipment, and travel arrangements. Starting with the most critical things first, a smart travel planner will plan his or her way back to today. For example, one could start by booking the rooms and conference center on a cruise liner before booking speakers and their flights and communicating dietary needs. Try project planning whenever possible to build this skill.
Planning around complaints – It is not possible to make everyone happy, but a successful cruise planner will ensure that they have prepared plenty of alternatives and options to overcome objections of participants. Speakers and performers are notoriously difficult to deal with, so be prepared to offer cabin upgrades and alternative meals before calling their representatives. To build this particular skill, try practicing dealing with difficult customers if possible.
Tags: Booking Speakers, Critical Skills, Cruise Events, Cruise Liner, Cruise Planner, Current, Dealing With Difficult Customers, Event Planner, Flights, Linear Fashion, Meeting Planner, Meetings And Events, Objections, Participants, Personality, Project Planning, Smart Travel, Time Management Skills, Travel Arrangements, Travel Planner
16 Oct 09 Gaining and Keeping Your Customers Trust – Part 2
Customer trust is built on job performance – yours to be exact. Are you a competent meeting planner? Do you deliver on promises? Are travel arrangements and accommodations precisely what you have led the client to believe they would be?
Your track record is your best asset. Satisfied customers are quick to speak your praises to their peers, but unhappy clients are even faster to cry about their disappointment on a sympathetic shoulder.
If you do not know the answer to a client’s question, find it or find someone who does. Clients are more patient and trusting when they sense your determination to give them the information they need.
It’s been said before but bears repeating, honesty is the best policy. If something goes wrong and you can’t deliver on services, the client needs to hear it from your own mouth and as quickly as possible. Do your best to resolve the situation or come up with a satisfactory plan B and don’t be afraid to enlist the client’s help to brainstorm over the situation. Don’t expect them to come up with a solution, however, a direct approach may make their plans more flexible in the case of disaster.
Trust takes time and energy to build and it’s well worth it. Inspire loyalty and your efforts will be rewarded.
Tags: Customer Trust, Customers Trust, Disappointment, Disaster, Honesty Is The Best Policy, Job, Loyalty, Meeting Planner, Peers, Plan B, Praises, Promises, Satisfied Customers, Travel Accommodations, Travel Arrangements, Unhappy Clients
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