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Planning an offsite meeting is time-consuming. You are already well aware of this fact. However – and this point is of critical importance – leveraging certain tactics can reduce how much time meeting planning takes.

Although shaving off a few minutes here and there might seem minor, the minutes gained back quickly accumulate. And think about how much time you can save while planning several meetings at once.

Making your life easier in this area does not require magical powers . Use these 7 time-saving techniques to efficiently plan offsite meetings and consistently meet major timelines.

1. RANK TASKS ACCORDING TO IMPORTANCE AND URGENCY

One of the first matters you should attend to is making a running list of every task, ranking them in order from most to least important – as well as most to least urgent. As is often the case with meeting planning, new tasks will sometimes present themselves, so keep the list dynamic in nature. You can enhance the list by adding details such as deadlines (whether set in stone or flexible) and major milestones for each task.

Correctly prioritizing what your team needs to do is advantageous for several reasons. It informs your research allocation process to ensure that you are dedicating the appropriate amount and level of resources to each task. This is key, because necessary resources can vary greatly from one task to another. Allocating too few or too many resources can become costly in terms of time, money and manpower.

Additionally, being able to see tasks laid out in order of priority helps you and your team make well-informed decisions. It clarifies the reasons why one task needs more attention than another and may need it sooner. Plus, organizing priorities in the form of a list is straightforward and easy for most people to understand.

2. REMAIN FOCUSED DESPITE INTERRUPTIONS

You may be completely engrossed in the planning process, only to get hit with a flurry of interruptions from emails, phone calls, direct messages or in-person visits to your desk. Do not allow it to destroy your focus, even if dealing with the interruption takes a while.

Excellent coping techniques for remaining focused include setting boundaries with coworkers, reserving blocks of time for responding to emails and returning phone calls, giving yourself scheduled breaks to avoid burnout and putting a plan in place to manage anticipated delays or roadblocks.

3. DRAW THE LINE AT LAST-MINUTE CHANGES

This tactic refers specifically to last-minute changes sprung on your organization by third parties such as vendors providing services and the venue where the meeting will take place.

Add rules to the contract about which changes are acceptable and which are not, along with repercussions for the vendor or venue if they fail to give your team adequate notice for the outlined changes. Often, penalties come in the form of a late fee and other monetary consequences. In many cases, seeing these rules and associated penalties in an iron clad contract is enough to keep third parties in line.

4. DELEGATE THOUGHTFULLY

Chances are good that some members of your team excel at certain tasks more so than others. For this reason, it is crucial to be thoughtful and deliberate when delegating responsibilities to your people. You want the best person (or people) for the job assigned to each task.

Delegating in a smart way not only positions your team for meeting planning success, but it can also help everyone manage their time better. The more experienced someone is at a task, the less time it tends to take them to execute. They likely already have resources in mind and recognize the difference between effective and ineffective measures.

5. SEND REMINDERS FOR UPCOMING DEADLINES

You may assume that everyone is as aware of meeting planning deadlines as you are, but this is not necessarily the case. If you do not overdo it, there is nothing wrong with sending reminders, both to your in-house team and third parties, about upcoming deadlines.

Sending the first reminder one month out, a second reminder two weeks out and a third reminder one week out is a nice cadence that is helpful without being irritating. This is just one example. Feel free to follow the frequency that works best for each event, as long as it is not overkill.

6. PAD REAL DEADLINES WITH INTERNAL DEADLINES

Journalists, who face some of the most pressing and urgent deadlines, have used this technique for years. Give your team and third parties internal deadlines that are a bit earlier than the actual deadlines. Some people tend to wait until the last minute to act on their tasks. Procrastinating and missing an internal deadline are common occurrences. Planning for flexibility, preparing for unforeseen circumstances, or incorporating changes that occur close to the target date buffers your team and third parties to meet the real deadline and do so without panicking or working overtime. It also provides a great opportunity to follow up on the progress they have made so far.

7. PREPARE COLLEAGUES TO LEAD

Whether it entails presenting the findings of industry-related research or training attendees on a new skill, it is imperative to prepare colleagues to lead meeting sessions if applicable. Do not dismiss this responsibility as beyond your breadth of duty. If you and your team are planning an offsite meeting, you are accountable for ensuring that every aspect of the event goes off without a hitch.

Check-in with colleagues who are fulfilling leadership roles at the upcoming meeting. Confirm they have the resources they need to feel confident about their responsibility and take the necessary steps to provide any they might indicate they are lacking. Make sure these coworkers have access to an updated version of the agenda, so they know exactly when during the event they are up to bat, so to speak. And make yourself available to answer questions they may have as the big day approaches.

SMOOTH SAILING WITH PROPER TIME MANAGEMENT

Poorly managed offsite meetings can quickly cause a storm that threatens to sink your ship. Fortunately, you can avoid this unpleasant scenario by implementing time management techniques that greatly improve the likelihood of smooth sailing ahead.

 

Looking to outsource your corporate meeting planning to save time? Let Gavel International show you how we can streamline your process.

Eloisa Mendez
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