Meetings Blog Nov 15, 2018
Whether out seeing a client to agree the latest plans or visiting a prospective venue for a site tour, being on the move is part and parcel of an event planner’s life. Staying efficient and getting worthwhile tasks done while away from the office is a valuable skill, and we’re here to provide some tips on how to make that possible.
You may not be in your normal seat but you’re still working, and it’s important that you let people know your circumstances, as the emails are unlikely to stop just because you step away. Set an informative ‘out of office’ message explaining you’re away, an alternative contact and that you’ll respond ASAP. Also think, however, about adding some creativity to the automated message based on what you are likely to receive. A chance to point someone to your newsletter or a sign-up page, or maybe even a networking opportunity by sharing your social media details for them to follow/engage.
You’re travelling therefore you need luggage. Pack shrewdly and consider the options available to you for your journey. Whether it’s by car or bus, train or plane, how you carry your belongings can be made easier by choosing quality bags. Think about what you need to take and invest in some kit that will work best. You’ll be thankful you did!
Choose a trolley if you need to bring over much belongings (including maybe some heavy devices, such as your portable computer) -your shoulders and your back will appreciate – or pick a backpack if you only need to bring with you small and light items.
Also, check the weather in your destination to make sure you pack the perfect outfit. Select versatile garments, so you can reuse the same clothing item for different occasions. Don’t forget to watch your toiletry bag. Have a look at your airline specifics if you are not planning to check your luggage in, for you are not allowed to bring bottles with more than 100 ml.
When packing, remember to place your trousers, pullovers and shoes at the bottom of your trolley. Put on top your lighter garments, like dresses, shirts or blouses. All clothing that do not tend to wrinkle, such as your jeans or undershirts, should be rolled up inside your suitcase.
It’s 2018 and the question these days is not so much if you use any technology on your travels but instead a discussion over what and how the tech you carry is useful. Your mobile device(s) will likely have the potential to manage many of your needs so let’s make sure your using it to the full.
Remote work is key nowadays, specially in an industry such as meetings and events. Find some really helpful ones in this site.
Have a look, for example, at TripIt or TripCase. Those will make gathering together and tracking all your travel bookings, dining reservations, etc. a simple affair. More organization at your fingertips comes in the form of Todolist, a straightforward app that can safeguard none of the smaller tasks for the trip being overlooked. Although we live in a growing world of Wi-Fi and network connection, having easy access to your documents no matter where you are is vital. Get everything for your engagements onto Google Drive, One Drive or DropBox for peace of mind, and when you reconnect everything will be synced, hassle-free.
Of course, modern gadgets will require power, so always have spare chargers and portable power units in one of those handy pockets of your well-chosen items of luggage (don’t forget your earphones!).
At what time of the day do you like to eat? Do you have a preferred routine for what and where you dine? Clearly, when you have appointments away from the office or home you’ll need to find an alternative. Look at the day(s) ahead and plan out when you’re going to be able to refuel. Possibly you can arrange a sit-down lunch or dinner but, if not, target where you’ll have the chance to grab a quick bite on the run. A couple of your favorite healthy snacks in the bag can also provide that welcome boost just when your body and mind need to be at their sharpest.
Do not underestimate the power of a good sleep. Try to rest as much as you can and anywhere you can. A little nap can charge your batteries while you are sitting on your airplane or train. Follow that piece of advice and your will find yourself renewed and fresh, 100% ready to face any appointment or meeting.
There will naturally be pockets of time you can add to the planning process. These times can be filled with anything from touching base with other clients and confirming speakers to reading industry news and updating social media pages (especially if you are actually somewhere to snap and share specific photos/information). Remember too that these gaps can also prove to be valuable moments of reflection and a chance for you to ponder further creativity in your planning.
Every event planner appreciates the importance of time, and so staying productive when you’re out and about means you get to maximize your productivity for each of those precious minutes between now and the next big day. As entrepreneur Peter Drucker once said, “efficiency is doing things right; effectiveness is doing the right things.” Both are keys to success.
