Smart Meetings | Page 366 of 602 | Corporate Event Planning: Business Events, Meetings, Conferences

how-to-handle-delayed-flights

Jet-setting planners know that waits are an unavoidable part of travel. Waiting in long security lines, waiting for delayed flights, waiting at the luggage carousel—air travel is an exercise in patience.

These days, it seems that wait times have become even more unbearable. During the peak summer travel season, long TSA checkpoint delays left travelers waiting two or three hours in security lines. Airlines, airports and the TSA have been scrambling to find solutions to the problem.

To add even more stress for summer travelers, two leading U.S.-based airlines, Delta Air Lines and Southwest Airlines, have recently experienced major computer systems failures that have left planes grounded and passengers stranded at airports around the country. Hundreds of flights were canceled and thousands of travelers were impacted.

Travel delays can happen when you least expect them, so it’s best to be prepared. Rather than spending your waiting time scrolling endlessly through Facebook, why not use these simple strategies to help time pass by more quickly—and productively?

1. Get compensated.

If your flight’s delayed, spend some time researching your options for getting refunds and other forms of compensation. With most airlines, passengers can receive refunds for flights that are canceled or delayed by more than two hours—even nonrefundable fares.

Some credit cards, including several Chase and Citibank cards, offer protection against flight delays. For delays of at least 12 hours, most will pay up to $500 for expenses such as accommodations, transportation, meals and toiletries.

2. Empty your inbox.

Take a few minutes to catch up on all of those emails crowding your inbox. Airport delays are the perfect time to complete those maintenance tasks that you’ve had trouble finding time to do, such as unsubscribing from newsletters that you no longer find useful and creating email filters to help make your inbox more manageable. Spending time to clean up and organize your inbox will make it easy to manage for a long time to come.

3. Discover your new favorite restaurant.

Airports are not usually first on any foodie’s list, but maybe they should be. Top airports are stepping up their game by introducing gourmet options from celebrity chefs and buzz-worthy local restaurants.

Cat Cora, the first female Iron Chef, has opened airport restaurants in Houston, San Francisco and Salt Lake City. Her menu features fresh, organic and artisanal twists on comfort food.

Los Angeles International Airport has quietly built an impressive arsenal of dining choices, including Ink.sack, a sandwich shop from Top Chef winner Michael Voltaggio, and Umami Burger, a popular gourmet burger restaurant.

4. Find peace.

Unexpected delays often throw a wrench in travelers’ plans and leave them feeling stressed and overwhelmed. Instead of sitting in the airport stewing about the situation, take this opportunity to meditate.

Meditation can be done just about anywhere, and it doesn’t require any special equipment. With just a few minutes of meditation, you’ll be able to clear your mind and arrive at your destination feeling refreshed and ready for your next meeting.

millennial workers

Even though they earn the least amount of vacation days, millennial workers are the generation most likely to forfeit time off, according to a new study from Project: Time Off. Findings from “The Work Martyr’s Cautionary Tale: How the Millennial Experience Will Define America’s Vacation Culture” suggest members of Generation Y neglect vacation days because they experience more fear and guilt about taking time away from the office than any other age bracket.

“The entitled millennial narrative is dead wrong when it comes to vacation,” says Katie Denis, report author and senior director of Project: Time Off. “As the largest generation in the workforce, one that is now stepping into management, millennials are developing vacation attitudes that will define and negatively affect America’s work culture. The circumstances of the millennial experience—the Great Recession and its aftershocks, growing student debt and an always-connected lifestyle—have created a perfect storm for their work martyr behavior.”

Project Time: Off defines work martyrs as employees who skip vacation to show complete dedication to their job. They are often worried they will be perceived as replaceable, feel guilty for using time off and believe they alone can do the job. The survey, which took place January 20-February 16, was based on 5,641 online responses from a random sample of American workers who put in at least 35 hours per week and receive paid time off.

Millennials were found to be more insecure about their employment compared to other generations. They are at least twice as likely to find taking time off difficult because they don’t want to lose consideration for a raise or promotion; don’t want others to think they are replaceable; and want to show complete dedication, among other reasons.

According to the report, more than a quarter of millennials are in management roles already—a number that will rise as baby boomers leave the workforce. Nearly half of managers belonging to Generation Y said that company pressure prevents them from approving time off requests for their direct reports, compared to just 34 percent of Generation X and 37 percent of baby boomers who admitted to the same. In addition, almost half of millennials think it’s beneficial to be seen as a work martyr by their boss, while only 32 percent of older generations felt the same way.

“There are larger implications for the workforce when people don’t take vacation,” Denis added. “Time off is essential to employee productivity, creativity, and overall performance. Businesses need to recognize the power of time off and work toward creating a positive vacation culture.”

Reasons Time Off Is Left On The Table	Millennials	Boomers
Don’t want to lose consideration for raise or promotion	26 percent	9 percent
Don’t want others to think I am replaceable	27 percent	11 percent
Want to show complete dedication to the company and my job	30 percent	15 percent
Feel guilty using my paid time off	27 percent	12 percent
Afraid of what my boss might think	23 percent	10 percent

millennials in the workplace

Caren Maio is an ambitious millennial who founded a highly successful residential leasing and marketing program. Initially, the cloud-based software program, Nestio, was driven almost entirely by the youthful enthusiasm and adrenalin of her tech-savvy millennial workforce, but she found out the hard way that she needed older, more experienced workers, too.

Her young staff eventually hit a wall, and due to its limited experience, found that it was constantly reinventing the wheel while trying to scale up. Maio discovered that she and her young staff simply weren’t aware of what they didn’t know. They needed seasoned employees—people who could draw from their experiences to offer advice and help navigate the road ahead.

Maio found that baby boomers and Gen Xers can help in three basic ways.

-They can help flag potential opportunities—and pitfalls: Many older employees have learned from their experiences how to make sound choices, and the ramifications of not doing so. Even seemingly insignificant bad choices can have devastating financial and other impacts.
-They don’t just believe in the vision; they know how to get you there: Veteran employees have a sense of knowing which steps to take to ensure you’ll meet targets, especially long-term goals. They can break down the big picture into small, less intimidating chunks, thereby facilitating progress.
-They invest on a deeper level: Older employees are in a different stage in their lives than millennials. They typically have partners, homes and kids—and for many, retirement is on the horizon. So, if they lose their jobs or the company goes bust, they can’t just crash on their parents’ couch or backpack around Europe while waiting for their next job.

Maio notes that due to older employees’ greater need for job security, it was challenging for her to hire them. While younger prospects came in with dream of revolutionizing the real estate space, older employees needed hard proof of where the company was headed.

As Maio has experienced, a multigenerational workforce can be a strong asset. Employees are able to work together to build new systems that otherwise wouldn’t have been possible. The energy and innovativeness of youth, combined with the experience and insights of veterans, produces some magnificent results.

Taking advantage of the international spotlight shining on the third and final 2016 presidential debate in Las Vegas on Oct. 19, U.S. Travel Association has created an advertising campaign to reinforce the value of travel.

The campaign stated: “Travel. More than fun. Serious business.” Ads touting travel’s economic impact ran in McCarran International Airport (LAS) and Las Vegas taxis prior to and through the debate.

Travel Channel host and U.S. Travel ambassador Samantha Brown has voiced 15- and 30-second video ads, which are playing on monitors above taxi lines and in the taxis themselves. Brown says: “You’ve all heard the saying, but you know what actually stays in Vegas? Jobs. From getting here to staying here, to eating and drinking and everything in between, it all creates jobs and grows the local economy.”

A large-format banner ad also was installed opposite the main taxi line outside McCarran Airport, where the pro-tourism message will be visible Sept. 23─Oct. 20.

“In this polarized political climate, there’s one thing both sides can agree on: the power of travel for our nation’s economy,” says Roger Dow, president and CEO of U.S. Travel Association. “The economy is front and center this election, and we’ve heard a lot from both candidates about their plans to create more jobs. Well, travel is the No. 1 employer in the state of Nevada, and supports one in nine jobs across America—so where better to remind all political players of that than Las Vegas, host of the final presidential debate?”

U.S. Travel purposefully targeted the 2016 political campaign trails this year, from primaries to national party conventions and debates.

During the Republican and Democratic national conventions in Cleveland and Philadelphia, respectively, U.S. Travel reports that the events were responsible for an estimated $360 million in direct spending for host cities. Each convention attendee spent an average of $300 per day. Including direct and induced impact, these visitors generated $600 million—an even $300 million for both Cleveland and Philly.

The job of a meeting professional can be highly demanding, with deadline pressure and the need to simultaneously juggle a multitude of tasks. We usually can’t change this scenario, but we can make it feel much more manageable by cultivating mindfulness.

Essentially, this requires us to be present each moment and to focus on the immediate task at hand with an open, free mind. This enables us not only to feel less stressed, but also to work more productively.

Here are seven tips to help meeting professionals be mindful while traveling on business trips.

Breathing: One of the easiest, most basic techniques is to focus on your breathing. It’s central to many types of meditation, but you don’t need to be in a sitting meditation position to do it. Close your eyes and breathe in and out. Don’t repress thoughts and feelings, including fear and anger. Simply observe them; they will dissipate as you focus on the rhythm of your breathing.

Thinking: Always imagine that your thoughts are transparent. Social psychologist Ellen Langer contends that if everyone knew what we are thinking, our thoughts would be much more positive. We would regard simple inconveniences, such as a very slight increase in baggage fees, as much less significant.

Writing: Some professionals find it helpful to get into the habit of keeping a journal while traveling. Writing about experiences soon after they happen can capture vivid sensory elements that you might otherwise forget. This can also be a meditative experience, because it requires focus and reflection.

Waiting: Delays can interfere with our travel plans, but there’s usually nothing we can do about them, and in many cases, they really don’t make a big difference. Keep delays in perspective, and focus on the moment so that you can turn them into positive developments by getting more work done, having additional time to relax, etc.

Eating: Though often taken for granted and sometimes regarded as merely a basic necessity, eating actually can be an opportunity to practice mindfulness, and thereby achieve better balance. While on the road, sometimes, it’s best to eat alone, with no distractions, for a reprieve from the flurry of activity.

Exercising: It’s not always easy to work a thorough exercise routine into a busy trip schedule, but it’s much more feasible to find time for stretching, yoga and short walks.

Complimenting: Especially in potentially stressful situations, giving compliments can go a long way in improving the morale not only of the person you’re complimenting, but you, as well. Even a small compliment, such as noting how well an airport employee is handling a challenging task, can develop into an engaging positive conversation.

tips for meeting deadlines

Meeting deadlines is very challenging these days as many of us find we have more work to do and often even less time than normal to do it. There’s no quick fix to the situation, but there are ways to make it less stressful.

Here are eight ways that can help everyone from entry-level employees to top executives.

1. Establish early deadlines: When you’re assigned a major project, mark it down with a deadline at least several days ahead of the due date. Use task-reminder apps such as Remember the Milk to keep you on track.

2. Create a schedule: Experienced professionals typically know about how long it will take them to complete projects. Less experienced employees might want to use an app such as Toggl to track how much time they are spending on projects.

3. Break the project into stages: The thought of completing a major project can be overwhelming, especially in you think of it as one big project. You need to keep the big picture in mind, but it’s often best to think of large projects as several small projects. It’s amazing how this can help to keep you from feeling stressed and helpless.

4. Establish checkpoints: Even the most experienced professionals sometimes lose a sense of urgency when working on a project. It’s helpful to create checkpoints to keep yourself accountable and to check in with employees, clients or whoever else is involved in the project.

5. Create time blocks: Most of us are pulled in many different directions during a workday. Whenever possible, try to create blocks of time when you can concentrate solely on the project at hand. Often it’s best to do the most challenging tasks early in the workday, and to handle less demanding work toward the end.

6. Focus: It won’t help to free up blocks of time unless you make a concerted effort to focus exclusively on the project. Chatting with other employees, constantly checking emails, talking on the phone and allowing your attention to otherwise drift will defeat the purpose of why you have blocked out the time.

7. Get help: If you’re facing a very difficult challenge and need help, find a way to get it. And be creative about it. Rather than hiring more staff, sometimes it’s best to hire contractual workers or to seek out expert advice.

8. Reward yourself: Don’t wait until a project is completed to reward yourself. Your motivation will improve if you treat yourself to something you like after completing each stage—and even after putting in a solid day’s work!

retain new employees
Most commonly, first impressions in business refer to how employees are initially viewed by owners and co-workers during job interviews and their first days of work. But new employees’ first impressions of their workplace are also very important.

In job interviews, applicants know they need to impress, but it’s important for those interviewing to know that they, too, are on the spot. Luring great employees is challenging, and it’s critical for those interviewing to create a very favorable impression. A positive impression, just like a negative one, can stay with an employee for years, and affect their overall perception of the company or organization.

Similarly, a new employee’s first impression of co-workers is important. New workers need to feel welcomed, engaged and offered assistance whenever they need it.

Here are four basic ways to help meetings industry companies and organizations retain new employees.

Prepare for their arrival: Be sure that new employees have all the resources they need—including all necessary software and office supplies—as soon as they start working. This enables them to dive right in and be productive, and makes your business or organization seem very professional to them. If you need to scurry around to set things up for them, this creates a bad impression and makes them wonder if this reflects an overall lack of organization at your workplace.

Engage them: New workers typically are required to fill out plenty of forms. This can be very tedious, so first sit down with them for a light breakfast or a beverage. This helps them feel welcome and engaged before dealing with all the paperwork. Sometimes it’s also best to give them a break from filling out forms by showing them around the office, introducing them to employees, etc. If the paperwork is extensive, split it up over two or more days.

Don’t just throw them into the fray: One of the most frustrating experiences for a new employee is to be expected to perform without training and guidance. The amount required varies depending on the employee and the work involved, but at least at first, it’s best to be on the conservative side, and assume that new employees will need many hours of direct attention.

So, either the supervisor or a highly skilled worker will need to block out large chunks of time to spend with the employee during the first week or so, with as few interruptions as possible. A good trainer is able to have a beginner’s mind—one that can clearly, patiently explain processes and procedures. New workers have widely varying skill levels in many areas and some learn more quickly than others, so it’s important that the trainer be able to adjust training accordingly.

Set them up to succeed: It’s best to ease new employees into the workplace so that they won’t feel overwhelmed and can gain a sense of what is expected. But highly skilled new workers often are able to quickly move on challenging tasks. It’s important for both entry-level and experienced workers to be able to succeed at whatever they’re expected to do—and give them plenty of positive feedback, as well as helpful tips. Also, remember that they will feel much more engaged if they’re given interesting assignments.

Don’t forget about them: Don’t assume that after training ends, new employees will be totally up to speed and in command of all their responsibilities. Remember that they still are learning; they will have plenty of questions and will make mistakes. Supervisors need to check in with them regularly and be patient. This enables supervisors to be aware of how much attention each employee needs.

walking meeting

Thinking, talking and walking are all naturally linked, so engaging in this trio at work is a great idea. Aristotle, Kant, Wordsworth, Steve Jobs and more figures have famously endorsed the benefits of walking.

Considering that much of the average workday is spent glued to a computer screen, walking meetings may be more beneficial than ever before.

“Being away from computers usually means that the conversations are more theoretical in nature or have to do with the human element of an issue, problem or concern in the workplace,” said Robert Manigold, a partner at web and app development agency Code Koalas in Kansas City, Mo.

Walking meetings don’t have to be a huge commitment. In fact, they are more than worth the small amount of time they usually take. Mental and physical health, immediate energy boost, and enhanced creativity and inspiration are just some of the reasons to make this practice a habit. If this unfamiliar territory, follow these guidelines and you’ll be strolling during meetings in no time.

5 Main Benefits

Easy physical activity which is beneficial to general health and immediately elevates mood.
New settings promote inspiration and clarity.
In a relaxed setting, hierarchy dissolves, putting employees at ease and allowing them to open up and connect.
A shared activity strengthens work relationships and fosters a group identity and camaraderie.
Unlike the traditional meeting, there’s no risk of wasting time as walking is always constructive.

Obstacles & Solutions

Address these potential pitfalls with quick-fix solutions

Obstacle: Noise and distractions from the surrounding location

Solution: Carefully consider your location in advance. If an issue occurs en route, simply change directions or locations. For instance, you can always enter a coffee shop if a city street becomes too distracting. Plus, your team will get a lesson in adaptability.

Obstacle: Variations in walking pace

Solution: Be attuned to the people around you. If you’re with a big group, try to let mini-groups form naturally.

Obstacle: Taking notes

Solution: There are a variety of useful note-taking apps available, such as Evernote and Simplenote. If a smart phone is not a viable option, purchase a small notebook.

Obstacle: Covering all topics

Solution: Have a general itinerary in mind before the walk and use time and/or location benchmarks to guide discussion.

Obstacle: Cell phone use

Solution: Before the meeting begins, kindly discourage cell phone use—unless it’s for note-taking. Often people will feel more comfortable taking out their phones in this relaxed setting. However, if the tone is set and the expectation is clear, it can be avoided.

General Tips

Before hitting the trail, street or hallway, keep these tips in mind.

Limit spontaneous meetings to four people. Large groups work too, but require extra planning.
If it’s convenient, add a destination to your walk, whether to get an errand out of the way or take in a special view.
To encourage participation early on, try incentivizing. For example, offer coffee during the first outing.
Try to keep walking meetings to 30 minutes or less. Most people find it tiresome after that.
Be selective about the route, and determine start and end points. This will help with organization and time management.
Consider external factors that will shape your walk, such as the season and time of day.
As with a standard meeting, evaluate the process and discussion afterward.
Don’t pressure others into joining the walking meeting; that ruins the central purpose. Instead, present it as completely voluntary and try to let people know ahead of time.
Remember: This it is supposed to be a somewhat casual experience. Enjoy it!

In our global world, international meetings have become a necessity for businesses of all sizes. Skype, Zoom, FaceTime and other mobile technologies make it easier than ever to meet virtually with clients or colleagues from around the world between in-person meetings—virtual meetings are less expensive and more convenient than boarding an international flight.

That doesn’t mean international meetings should be unorganized or impersonal. Even with a screen and a thousand miles between the two of you, efficient meeting etiquette stands. And in some cases, being available at one in the morning is necessary.

Keep these five pointers in mind when interacting with an overseas company to maximize the success of your meeting and strengthen the business relationship.

Write a Thorough Plan

Meetings have gotten a bad rep in the past few years as being costly and wasteful of time. To reduce the chances of this happening with your international meeting—which was likely already time consuming to plan and schedule—write a plan. This helps to ensure that the discussion is focused, organized, constructive and purposeful.

This framework should include all the topics you need to cover in the meeting, how they should be addressed and what the benefits are to everyone concerned. Share this with the other meeting parties when completed. Understanding the basic direction and content of a meeting before it starts shows the overseas counterparts that you’re efficient and reliable, while giving them a chance to prepare resources and questions.

Make Yourself Available

It’s critical that you respect differences in time and be available whenever possible. This shows that you respect the meeting participants and helps both parties stay connected despite distance.

“There’s nothing that disconnects us more, whether you’re down the street or across the globe, than being inaccessible. [In our business model], we both practice and preach this,” says Ted Rollins, global entrepreneur, Co-Chairman and Founding Principal of Valeo Groupe.

Rollins continues, “We routinely get up in the middle of the night to accommodate our various teams’ schedules. We put them first and work within their time zones when possible.” Keep this in mind, for especially sensitive topics and situations.

Adapt Your Perspectives

When engaging with people of another nationality, remain aware and sensitive to the cultural nuances that differ from yours. This is both respectful and valuable—in order for everyone to be on the same page, you have to communicate effectively and in a way that they understand:

“Examine the value of connecting with attendees where they’re most comfortable and consider what languages will be spoken at your meeting. We find that meeting planners in Canada, for instance, will often publish two versions of their guide – one in English and one in French, ensuring everyone is on the same page regardless of ‘hello’ or ‘bonjour,’” says Jordan Mcarthur of Guidebook.

Use Visuals When Possible

Present visual cues to illustrate and emphasize the main takeaway points of the discussion. Arranging data on graphs and charts, or creating PowerPoint slides to paraphrase information can help non-English speakers stay on track if concepts get lost in translation.

The additional effort of preparing visual media also indicates that you are thorough, meticulous and conscientious in your approach to conducting business.

Send a Follow-Up Email

Send a written follow-up the next morning—based on their time zone—to express gratitude for their willingness to meet. Include a brief outline of the major talking points discussed, so they have material to refer back on if needed, and extend the opportunity for them to send additional feedback or ideas.

Business relationships are collaborative, whether they’re based in another office or another country, so encourage free-flowing dialogue, even after the meeting has wrapped.

This growing trend of remote meetings has become a permanent fixture in the realm of international business. Use these guidelines to ensure your company is available, thorough, and respectful, despite the virtual connection and distance.

Jessica Thiefels has been writing for more than 10 years and is currently a full-time writer and small business consultant. Her work has been featured on Forbes and Business Insider and she’s written for Manta, Infusionsoft, Business.com and more. Connect with her via LinkedIn.

You may be the world’s best venue negotiator, but do you know how to position yourself for a step up the career ladder? Here are some helpful tips.

1. Know thyself.

Lisa Quast, author of the award-winning book, Your Career, Your Way, advises a personal SWOT analysis to understand your differentiators and the special skills or experiences that make you a more valuable employee. Use this self-assessment to build on strengths, seize opportunities, correct weaknesses and nullify threats. When the time comes, your action plan is evidence of your readiness for career advancement or a salary hike.

2. Do a great job—of making your boss look good.

If your boss wins, so will you. “Find out how your boss is judged and how he gets a bonus,” advices Larry Myler, author of Indispensable by Monday: Learn the Profit-Producing Behaviors That Will Help Your Company and Yourself. To the extent you can help your supervisor hit bonus targets, which are generally financial, do so.

3. Make sure the boss knows.

A corollary to our first tip, be self-assured in letting your boss know what you’ve accomplished. “You can’t underestimate the art of the humble-brag,” said Blair Decembrele, a career expert at LinkedIn, in the The New York Times A survey sponsored by LinkedIn of more than 11,000 workers in 19 countries last year found that only 35 percent felt confident talking about their achievements. Practice summing up quickly and concisely, as in, “By analyzing the potential savings of in-house catering instead of another restaurant visit, our team saved $15,000. Let me tell you how we did it.”

4. Embrace the lifelong learning curve.

“The number one, most important thing you can do to elevate your career will only take you 30 seconds to accomplish,” says Bethany Smith, an event planner who runs a blog called “The Planner’s Process.” “The only thing you need to become a better planner is a willingness to learn. It doesn’t matter what job you’ve got—an open heart and an open mind are, without a doubt, the keys to unlocking the next level of your career. Event planning especially relies heavily on technology, and thus is constantly changing. Planners who are determined to do everything their way, as opposed to being open to learning the best way, are doing themselves and their attendees a disservice.”

5. Truly embrace the team.

Smith puts it this way: “Making sure that you have the right team around you—a good group of dedicated, creative and passionate people—does the same thing for you that an event planner does for clients. Events have a lot of moving parts, and the best event managers understand that they are a part of a team, and that nurturing that team is crucial to their success.”

Most of all, stay positive. Try to enjoy yourself every day. Don’t worry about the future at the expense of being fully present in the moment. If your efforts are not recognized and rewarded, it may be time to move on.