May 2009
Gearing Up for the Meeting Season
Spring has finally arrived, and thankfully, the meeting industry is warming up with the weather. Business conditions are a bit brighter this spring after a grim winter – bookings have increased, anti-meeting rhetoric has decreased, and budgets have expanded. This comes just in time for the meeting industry's busiest season - late-summer through the fall. Since the busy meeting season is fast-approaching, Image Audiovisuals has compiled a few useful tips to maximize your time and efficiency.
GET ORGANIZED – Since disorganization is one of the biggest time wasters for busy professionals, it may be time to do a little spring cleaning! Set aside a Saturday to do this – the time spent will be well worth the payoff. Get your filing systems in order, so you won’t waste time looking for lost paperwork. You should create a file for each project, a file for office forms and memos, a file for personnel documentation, etc. You should also make sure that you have ample office supplies on-hand to last through the next few months.
SET BOUNDARIES – Your time is limited during the busy season, so you will need to set boundaries to keep yourself on schedule. You can accomplish this by setting an end time to your meetings, so they don’t drag on for hours. If you feel bombarded by constant e-mails and phone calls, set aside certain times each day to take care of these tasks. You will be amazed at how much time you will save by checking your e-mail a few times per day versus several times per hour.
AUTOMATE PROCESSES – Consider setting up templates for documents that you use often. This will save you time, since you won’t have to recreate documents from scratch every time you need them. If you feel bombarded by event paperwork, you might consider automating your content collection process. There are multiple companies that offer web-based tools to manage event speaker information for you.
SET PRIORITIES – If you are prioritizing a large number of tasks, it is helpful to make a list so that you can see them all in one place. While making the list is easy, prioritizing it is the tricky part. Start by making a list of all of the crucial tasks at hand, and assign a priority number to each of them. It is crucial to never skip a task because it seems burdensome – always go in order. If you aren’t finished with the list at end of the day, move the remaining items, along with any new items that came up during the day, to the next day’s list, and prioritize again. This is a simple method that will greatly maximize your efficiency.
For tips on planning meetings, please contact Scott Collinsworth at 303-758-1818, or via e-mail at scollinsworth@imageav.com.
In This Issue:
Top Women-Owned
Businesses
Ready for Meeting Season?
Last Chance for Mexico!
Golf Tournament
Event Spotlight
Main Newsetter
Scott Collinsworth
Director of Sales
Rental and Staging
Image Audiovisuals, Inc.
2130 S. Dahlia Street
Denver, CO 80222
303-758-1818
scollinsworth@imageav.com
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