“What Now?” Moment…

“What Now?” Moment…
Time
Don’t let time be the enemy

As I have explained in the post Developing Managers, meeting planning is all about project management.  It doesn’t matter how the sales lead is generated, how you come by the business, it comes down to managing time.  It can be your breaking point. Therefore, preparation is vital.  Success hinges on lining up those ducks in their right positions, and having enough flexibility for problems.

Today, marks the middle of the second week of classes, and for the next six weeks my students will be given information about their scenarios.  I enjoy this time, creating this reality of challenges.  This journey isn’t easy.  Life isn’t always a bed of roses.  They will have to think, use their respective brain power to sort out the twists and bumps.  And this morning, I barked a laugh at my latest creation.  One group will not be happy.  Welcome, to real life.  I hope they have listened to me over the course of their time here.  I hope they remember that I just don’t sit in my office during office hours and at other times for nothing.  I hope they have that epiphany.

[Knocks on the glass] “Hello, anyone out there!  Any of my students?  Hello?”  Questions.  It comes down to asking questions.  Don’t assume anything.  One lesson you must learn as an event planner is don’t assume you know what the clients want.  You don’t.  You may think you do, but in all reality, you don’t!

Get off your respective posterior and come and talk to me.  One requirement of my meeting planning class is they have to meet with me eight times over the course of the sixteen weeks to discuss their projects.  Everyone has to be there unless their team leader and I approve the excuse.

Hopefully, by now they have identified their roles and responsibilities.  There has to be a team leader, one that will be responsible for getting the job done–the broader goal.  The others will be accomplishing the objectives or individual tasks to get to that broader goal.

How they start is up to them.  Have they researched the craft of meetings?  Have they cruised around their books, the Internet or other sources to understand the process?  Are they waiting to be told?  I hope not.

Floppy Disks
Floppy Disks

My time in event planning and sales was during an era when paper ruled the desktop.  I started out as a sales coordinator.  A glorified personal assistant to the other sales managers and ran an office.  Thank the good Lord, I have been a gadget girl all my life. Old school floppy disks! I worked part-time at an office supply store to supplement and pay for my schooling. I sold the first renditions of IBM and Dell computers. On my desk at the hotel was a 286 processor with probably 50 k of memory. Five and quarter-inch flimsy disks were my life saver.  The convention calendar was this behemoth book that had its own desk.  For a small hotel, we had two or three major file cabinets full of client files.  Some as thick as the city phone book (four inches or more).

Personal planners crammed full of written notes.  Notebooks full of third-party information.  Day-to-day was all about pushing paper and making phone calls, pounding the pavement and finding leads as well as execution of various events or tour group arrivals.  Forget cell phones.  Landlines with a complex web of office numbers and only ten speed dial buttons (if that).  Back-up wasn’t an option.  Lose your personal planner–deep, heart stopping, whole-body anxiety attack until you found it.  Total disappearance meant frantic hours of combing through all that paper to recreate your day-to-day work life.  And if you didn’t keep meticulous notes, (I just laughed), you were on a bar stool later that night crying into your drink, casting curses and prayers simultaneously to the air and powers that be that you did what you had to do or your other associates had your back (another little snicker).  What did I say about life being fair, it isn’t.

Cue JoePa:

The will to win is important, but the will to prepare is vital.

Time management has various dimensions.  One of those critical dimensions is communication which is basically the sharing of information.  An exchange process.  If you aren’t prepared for the encounter, it will show.  If you don’t value other points of reality, a host will lose value.  The process is stymied by the narrow-mindedness of others.  Basically, don’t be myopic.  Try to see the whole picture.  See beyond that picture.  Your developed skill level and capabilities at this point in time may not be as developed as others.  Do not discount experience, even those with just an ounce.  You do not know the complete picture.  You don’t know what that experience was and the depth of impact or how they handled it.  Get that through your mind.  Open your mind, open your heart, open your soul to receive.  The only way you can work together, and that doesn’t mean you can’t lead, but the only way you will all succeed is if you listen and contemplate.

So I guess that comes full circle to that leadership role.

But before we get into that, I wanted to over up a reminder.

I believe that there are four points to successful meeting planning from a customer standpoint:

  • Know your client–that means asking open-ended questions, and some closed ended questions
  • Know the product you sell–and it is more than you really think it is…
  • Know the community in which you are embedded and operate
  • Know yourself

Recall you are selling to the right person, the right product at the right time, for the right price, for the right location, having the right promotion, and employing the right people utilizing effective and efficient processes, and truthful, physical evidence, that is the right stories or testimonials to engage with the right customer.

What will the leader of these projects do?  What do event planners do out in the real world?

I can tell you a fraction of what you should or shouldn’t do from my own experience.  To learn more about leadership, you need to study.  Study those that are successful in a variety of fields.  Read trade magazines and look for case studies.  Visualize the problem and look for plausible solutions.

  1.  Be receptive to ideas.
  2. Don’t over hash things that nothing gets done.  Make a decision.  You can revisit it, but it shouldn’t rule your lives.
  3. Listen to your gut.  Know the difference between right and wrong.
  4. Know standard operating procedures.  If there aren’t any, create them.
  5. Events means experience.  Someone has their heart on having a wonderful experience.  Own it for them.  Make it happen.
  6. Don’t make promises you can’t keep.
  7. More than one person is affected/effected by the choices you make, especially financial ones.
  8. Time means one thing to you, and something different to another.
  9. Be inquisitive.  Study from experts.  Find a mentor.  Ask questions.
  10. Research the craft.
  11. Keep a reflective journal
  12. Be respectful, responsible, accountable.  Take responsibility for your actions.  Respect yourself and others.  Doesn’t mean you have to like them, but respect means more than what you think.
  13. Listen, just shut up and listen.  And listen with your mind and heart.
  14. Demonstrate empathy, sympathy.  But don’t let anyone run you over.  There is an art to negotiations, learn it.  Compromise is key.
  15. I know I’m going to get in trouble for this.  The customer may not always be right in every situation.  Sometimes you have to take the lead and help them realize reality.  You don’t always want to be their friend.
  16. At the end of the day, there are a host of people counting on you.  Some for a pay check.
  17. Tough decisions are painful, but manageable.  Tough love is the hardest.
  18. Be proactive rather than reactive.  Damn tough sometimes to recover in service execution.  (And if my PPC students are reading this, service is a broad term.)
  19. Study ethics.  Again, every single person is governed by a set of core values and not.  Some don’t have core values.

    Core Values
    Core Values

But what do they mean?  Do you understand them?

20.  Be cognizant of your environment.  Don’t live in a vacuum.  Be aware.  Be open to change.  Change is hard.  Embrace it.  Look for it.

So those are just twenty odd observations to consider, digest and reflect upon.

A good leader knows when to lead, knows when to walk beside and help, and sometimes remain behind and let you on your own.

Daily Prompt: Underground

Daily Prompt: Underground
Buchanan Street Metro
Buchanan Street Underground in Glasgow, Scotland.

The other day, as I was driving home, I was contemplating all the states and cities I have lived in to this point.  My bags have been packed numerous times, moving between seven different states, their cities, and one country.  The average length of time I have spent in any one city is seven years.  Typical of someone who works in this industry.  We are constantly moving.  The early years of my career–especially one year– I moved nine times.

I didn’t grow up in a city with an underground.  We really couldn’t have one, due to the fact Johnstown was settled on a flood plain and water was a constant threat no matter what time of year.  It was only in the big cities where I encountered an Underground.  But Underground in tourism can mean a host of different things.  Transportation aside, the movement from point A to point B, undergrounds have been known to be tourist attractions unto themselves.  Anyone who loves to people watch, should take a circuit on a metro.  It is a wealth of fodder for writing.

Insecurities

But there is more than people.  When I lived in Boston or Washington, DC or Glasgow, there was always activities going on about these centers.  People would play music, sing, trying to capture loose change from commuters.

Music at the Underground
Music at the Underground. Buchanan Street Metro Stop, Glasgow, Scotland.

The metro is a way station for the movement of people. A stop-gap in everyday life. My first semester in Glasgow, was my first indoctrination into the football (footie) culture and their fans pouring out of the metro on their way to matches. The atmosphere was electric, and I was easily swept up in the excitement. Not unlike our American football games in the states. There is nothing like encountering Red Sox fans on their way to Fenway Park! Love that big, green wall.

Crazy Belgians Belgians Footie fans

The Underground is also full of history.  In tourism, we examine the historical timeline of development.  How we went from walking on two feet in search of food (and yes that is a part of tourism) to the complex infrastructure we have today. The Underground is a historical marker as well as a museum of information, both underground and above.

OLYMPUS DIGITAL CAMERA
St George at St. George’s Cross Underground

They are places to mark the passage of time and illustrate a vibrancy of living and dying.

Urban ExplorerBotanical Gardens Abandon Underground in Glasgow, Scotland

There is such a tourism market segment devoted to abandon places. We slip it into historical and dark tourism. Wanting to find that elusive piece in a complex puzzle to understand how life works.  They are a canvase conveying a sense of identity; a sense of self.  It also begs the question, ‘if you build it will they come?’.

Grand Central Terminal - Franklin Delano Roosevelt's Secret Train 

FDR’s secret underground tunnel and train car

And yet, keeping with tourist themes and life’s reality check, underground doesn’t necessarily mean transportation.  What you see today of Edinburgh was built upon, in some parts, older structures and vaults.  People actually lived there, and they have turned these old parts of the city into tourist attractions.  They represent cultural norms regulated to history.  They are their own landscape.  They represent a journey.  That there is life cycle in everything.

So the underground represents life, represents places to develop and utilize in the tourist space.  They have a history.  They are our own history. They are the current and the past, and represents the movement of time.  They are markers, canvases, and concert halls.

Underground
via Daily Prompt: Underground

My first foray in front of a camera

My first foray in front of a camera
Learning Glass
Learning Glass

Fridays will be a busy time for me this year as I utilize the Learning Glass technology.  Today, I was there an hour, and did three short videos.  As there is with all technology, there is, for a better word, a learning curve.  The first time I wore a bright color, and you couldn’t see the words.  This time I wore black, and hopefully will be a better wardrobe for the filming.

I haven’t got the energy level yet for this format as I do in the classroom.  It’s awkward for me because I would rather be behind the camera than in front.  And I would rather be in my own home than have to record in front of others.  I told the students to laugh along with me…

Wish me luck