You Did That?! Things You Should Never Do In A Meeting

Meetings aren't often viewed as the highlight of one's work day. We all know they tend to be boring and someone always gets off topic leading the 30 minute recap of the week to a two hour lecture on the appropriate way to answer a telemarketing phone call.

The fact is, however, meetings are important for the success of a company and each employee working there. Having poor meeting etiquette can make or break your success in the corporate world. Here are 10 things you should never do in a meeting:

Show Up Late.
Nothing says “I’m disorganized” like walking into a meeting already in progress. Arriving a few minutes early not only demonstrates that you respect your colleagues’ time, but guarantees you get a good seat as well.

Be Unprepared.
If you've been given an agenda or materials beforehand, read them. If you think you'll be taking notes, which you probably will, have a pen and notepad ready. Think of any questions you have or contributions you could make to the subjects being discussed.

Monopolize the Conversation.
When discussion ensues, don't take the spotlight. Allow others to make their argument, and don’t drone on — or feel compelled to speak at all if you don’t have anything purposeful to say.

Make Your Statements Sound Like Questions.
Phrasing your statements as questions invites others to say no, argue or take credit for your ideas. Speak in declarative sentences, such as, “Let’s do more research on that.”

Misread Signals.
Try to gauge the needs and mood of those in the room. Listen carefully to what people are saying to discern how receptive they might be to your ideas. You need to make your message relevant to your audience. For example, if everyone is focused on cutting costs and you’re angling for a system upgrade, you’ll either want to stress how the new software will save money — or table your request for another day.

Get Intimidated.
Even if you think your argument may not be A+ material, speak up. Don't be afraid to voice your opinion. When refuted build your points, but make sure to maintain a sense of professionalism.

Chew Gum.
The smacking, popping, cracking and cow-like chewing are annoying. Plus, it’s rude and unprofessional.

Keep Your Cell Phone On.
You turn it off in restaurants and at the movies. Turn it off for your meeting. A ringing phone interrupts the presenter and distracts the audience. And whatever you do, never take a call in the middle of a meeting.

Wander Off Topic.
Don’t hijack the agenda. Stay focused on what you and your team are trying to accomplish. If you must digress into unrelated areas, make sure it’s all right with the others present. A good way to handle important issues not related to the topic at hand is to record them on a flip chart and revisit them at an appropriate time.

Skip It.
Sure, you might get more done if you forgo a meeting to stay at your desk and do your actual work. But if the meeting was called by someone higher up in the organization, you’ll miss an opportunity to make yourself known.

Remember, in the end, meetings aren't just about productivity, they’re also about projecting a positive image and building professional relationships.

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Networking For Meeting Attendees

Many companies are bigger than we think. There's no way all of the employees know each other or have even met. We all know that one of the big reasons to hold meetings or corporate retreats is to bring employees together and figure out ways to better the company through teamwork. They want to find people with shared interests to do business with and they want to home in on the people who will be the most helpful for them in their endeavors. But, especially at larger meetings, people find networking to be uncomfortable, overwhelming and downright ineffective. Here are a few things you can do as their event planner to make the experience more fun.

Name badges with a twist
Instead of first and last name, find some ways to give the name badges more dimension. Try color coding by interest or specialty (and remember to give your attendees the key!) or ask your attendees to list their three favorite things. Have them say "Ask me about...". It's a great way to get the conversation started and help your attendees figure out who might be a good fit for them.

There's an app for that...

There are some pretty cool networking apps out there that allow your attendees to check in at your event and find a list of all the other people who are there, along with their social networks.

Bump: Bump isn't only used for swapping info with the mystery gentleman at the bar. Feel free to bump contacts at networking events and even in the workplace. Who's to say that fleeting connections won't materialize into bigger and better prospects down the line?

WhosHere: It's time to meet your match. Find other people in your proximity who also use the service and talk to them! It's as simple as that. You can also review the profiles of those nearest to you and hold out on an introduction until you find a subject with similar interests. Great for down-time at conferences. 

Take your shoes off and relax (but not in the meeting, of course!)
So often, we're focused on great event content, but we forget about down time. Down time is really important - not only for our brains, but for connecting with our fellow event attendees. What we'd love to see is more time left to be created by your attendees - time for them to create content, share ideas and network. You will find that your attendees see this as some of the most valuable time they have.

Networking can play a huge role in the success of your corporate life. Whether attending a meeting with 75 different companies involved, or your own company's meeting where you just may not know anyone, networking builds relationships and a strong foundation for teamwork.

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"Building a Winning Sales Team" Forum at Graylyn!

Do you know if your salespeople have what it takes to grow your company in today's economy? Can you tell the difference between salespeople who might sell versus those who actually will sell? What about those salespeople that fail, what will you do about it?

Sandler Training is hosting a Business Development Symposium intended for Presidents, CEOs and senior management on May 23, 2013 at Graylyn International Conference Center. The forum will begin at 8 A.M. and end at 10 A.M. 

This CEO Forum has been taking CEOs, Presidents & Sr. Management by storm. You'll learn about the effect that hidden strengths and weaknesses have on your sales and profits. You'll hear real world case histories that will shed light on lost opportunities, slipping margins, the rising cost of sales, unpaid consulting, and turnover. You'll discover the top five things needed to maximize your sales revenue this year.

The cost of this forum is $50 and will include beverages and light fare. Seating is limited so call 800-472-9596 to make your reservation now! 

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Finding The Perfect Meeting Planner

We all know that behind every successful meeting is an exceptionally talented meeting planner. Also known as the backbone of planning a meeting, the planner has too many duties to even list. From budgeting, to venue selection, to menus and cocktail receptions, the planner is always there to keep things in check. You are entrusting the outcome of your event to this individual and should set the bar high.

So what makes an exceptional meeting planner...


1. They're always prepared.No matter how compact the bag, if you need something, a meeting planner can reach into a "Mary Poppins" bag and produce it in a matter of seconds.

2. They know how to be composed. While others scramble if things don't go according to plan, meeting planners never let you see them sweat. They're armed with a Plan B... and a Plan C, D, E and F, too.

3. They're wired for possibilities.Where others see obstacles, meeting planners see potential. They can take the biggest hurdle and turn it into something positive in a matter of minutes.

4. They're masters of the palate.Even on a shoestring budget, they can whip up a banquet feast that's delicious and healthy, too!

5. They're destination divas.Wondering where to go on that next vacation? Go find a meeting planner and you'll have destination suggestions to fuel vacation choices for the next decade.

6. They act as protectors of the planet. Meeting planners always have a keen eye for protecting the environment, taking the green path at every opportunity. They waste not, yet manage to do so with great flair.

7. They serve as people connectors.If you have a meeting planner in your circle of friends, you're just three degrees from anyone in the world. They know people who know people and they take great delight in helping others make meaningful connections.

8. They have generous hearts.Meeting planners are go-givers. They're always looking out for others, even the quietest sheep in the flock. They see the unseen and they will do whatever it takes to help others in need.

9. They always go the extra mile.Do you need to get something done? If a meeting planner commits to do something, there's no need for reminders. It will get done, on time (or ahead of time) and in the best possible way.

10. They're friendly and fun. 
Meeting planners aren't just experts at creating delightful experiences for others. They are natural born party people, smiling and finding fun even in the least likely places.

Use these tips when searching for your next meeting planner and you'll be sure to find a great fit. And as always, Happy Meeting Planning!

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Meeting Planners, Are You Thinking Green?

So you have decided to plan a green meeting. What does this mean? Where should you start? How do you reconcile the desire to be green with the need to save some green?

We are in an age where there is more concern about the well-being of our environment and how we can prevent pollution and ozone depletion. As the number one contributors to pollution, we have a responsibility to respond to these concerns and there is no better place to start than in the hospitality industry.

As a meeting planner, there are more and more ways to aid in the sustainability movement. Although it seems that planning an entirely green and cost efficient meeting might me be more trouble than it is worth, let's look at 10 ways to go green while planning your meeting. 

• Select hotels and suppliers with green policies and practices
• Host all multi-session meetings at a central location to limit transportation needs
• Minimize paper with web based invites, online event registration and electronic follow-up
• Utilize double-sided printing for all collateral and meeting related materials
• Give recycled materials precedence when making meeting supply purchases
• Decrease the usage of paper and plastic by using real china for all food and beverages
• Select buffet style menus and donate leftovers to eliminate waste
• Coordinate with venues to use bulk dispensers for all food and beverage
• Encourage speakers to use electronic means of presentation
• Choose a venue with an in-house recycling program and encourage recycling

While this list may seem daunting, if you keep it in the back of your mind you will successfully be creating completely sustainable meetings without the stress or worries. 

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Selecting The Right Technology For Your Meeting

You have just been given the daunting task of planning the next big corporate meeting for your company. But before you even have a chance to ask what the proposed date is, questions and ideas start flooding your head. What is the budget? How many people will be attending? 200 people? Which conference center will hold that many people?

The stress of meeting planning can be all too overwhelming, but thankfully there are tons and tons of meeting planning technology products that can perform nearly every job in planning that successful meeting. The problem is not every product is "one size fits all." The right meetings technology solution can bring a huge benefit in cost, time savings and customer service. The wrong choice can be far more costly than just the price of the software and implementation.

So how do you choose which ones will be beneficial for you and your company? This article will help decide on the most efficient technology products for your meeting and eliminate the ones that may be insignificant.

Inventory your office. 
First before anything else, examine your current office environment. Determine what is currently being used and what could use modification. Here are some questions that need to be posed:

• What meetings processes are being managed via paper?  Do you maintain a large file cabinet of meeting facility information? Do you send your RFPs via fax? Are you accepting registration via the mail or fax? Do you use paper surveys? Do you draw and update your exhibit plan by hand? Do you schedule your rooms manually? A piece of paper is a white flag of inefficiency. Often these should be the first targets to be considered for technology upgrades.
• What over-the-counter software (Excel, Word, Access, etc.) are you using? If you are relying on these (especially word processing files) for your meeting planning processes, this should be a warning.  Flat files (i.e. word documents) are highly inefficient in terms of managing data from meeting to meeting. 
• What meeting planning software and other technology tools do you currently use? What works well and what doesn't?  Are there newer versions that will work more efficiently?
• What is the budget and time frame to change?

Determine which types of solutions are needed.
After inventory has been completed, examine the issues found. The next step is to determine which solutions will be needed to solve these technology problems. As stated earlier, there are tons of technology tools that can assist in meeting planning. Here are some areas where technology can help:

• Attendee matchmaking and networking
• Budgeting
• Badge making
• Customer Relations Management (CRM)
• Event web sites and portal management
• Exhibit sales and floor plan management
• Groupware and online collaboration
• Housing and room block management
• Incentive tracking
• Lead retrieval
• Marketing, communication and attendance building
• Meeting specification
• Meetings consolidation, procurement and request for proposal (RFP) management
• Onsite technology (registration, cyber cafes, product directories, internet access)
• Registration
• Scheduling
• Site selection
• Surveys
• Travel and ground transportation management

Decide on specific features needed.
Once you have narrowed down what you need, the next step is to develop a list of specific features required. Brainstorm a feature list of specific features desired in the “ideal” system. 

Once the list is compiled, it should grouped by feature area and ranked (must have, good to have, nice to have but not necessary). Delete the ones that, upon further review, are not deemed important.

Evaluation and selection 

Now you are ready to to start looking at technology vendors. Here are some steps that will help the vendor evaluation and selection process:

1. Determine the list of technology vendors providing the desired technology tools or services. 
2. Narrow down your choices to a select few (3-5 choices)
3. Set up full product demonstrations. Depending on the size of the sale and the elaborateness of the products, these can either be in person or via web demo. Software companies often have a demo version.
4. Make the final selection from the information gathered.
5. Set up a full implementation and evaluation timeline.

Implementation

The final steps are to implement the solution, train the staff, and set up measurable criteria and goals for successful deployment.  These goals should be centered on measurable decreases in meeting management costs, fast meeting turnaround, and/or improvement of customer services – often all three. With the successful addition of these technology products your meeting planning will become easier and more efficient. 

These technology product guidelines are accredited to Corbin Ball, CMP. Ball is a consultant, writer and speaker focusing on events and meetings technology. With 20 years of experience running international citywide technology meetings, he now helps clients worldwide use technology to save time and improve productivity. He has been named by MeetingNews Magazine for 4 years as one of the “25 Most Influential People in the Meetings Industry. He is also MPI’s 2002 International Supplier of the Year. He can be contacted at his extensive web site: www.corbinball.com.

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5 Ways to Keep Business Travel Stress-Free

Those of us that don't take business trips weekly may envy the people that travel weekly to the Golden Gate, the Big Apple, or the Sunshine State for their job. It's a win-win situation, right? Attend a meeting for a few hours in the morning, then it's off to play and explore the city, eating local cuisine or catching some rays.

Well most times it's not all that glamorous. In reality, traveling for business purposes is a lot more stressful. Planning those never-ending itineraries, booking already booked flights and packing a week's worth of suits and shoes into one rather small carry-on are just a few of the hassles associated with business trips.

We have comprised a list of five ways to make sure your next business trip is efficient and as stress free as possible.

1. Always keep a packed bag

If you are a frequent business traveler there is no better way to jump start your stress-free trip than with an already packed bag. This saves time packing, keeps everything organized, and you are always ready to go. Keep the essentials in there - your passport, extra money, toiletries, and a spare phone charger - so when you are planning the trip the night before all you have to do is throw some work (and play) clothes in there and you're set and ready to go. 

2.  Spend time planning your itinerary

There is nothing more stressful than not knowing exactly what you are doing and when. Spend extra time the day before your trip planning your flight, transportation, lodging and learning where the business meeting will be held. Keep a notebook or a document on your iPad with contact information for everyone attending the meeting. If your flight gets delayed or you are stuck in traffic you want to be sure you can contact someone and let them know you are running behind. After planning for business you can then plan for pleasure. Pick out a restaurant you'd like to try, a monument to visit or a museum. 

3. Avoid red eye flights

I repeat, avoid red eye flights. Although sometimes it seems like you can run on "e" most of the time, business trips should not be one of those instances. Get some sleep and take a morning flight, you'll be rested when you get to your meeting and much more alert. Your colleagues, and body, will thank you!

4. Stick to a routine

Jet lag is one of those pesky business trip downers, so make sure you stick to your daily routine to ensure that it doesn't get the best of you. If you typically wake up at 6 A.M. to make an 8 A.M. meeting do the same while on your business trip. Traveling disrupts the body clock, so if you stick to your routine you will remain fresh and focused.

 5. Save some time for play!

After a long grueling week of business meetings and seminars, treat yourself to some play time. Walk around the city, shop, eat the local fare and enjoy the perks of getting to work in a new city for the week. Even the most busy business person should take some me-time.

Traveling can be made into a dreaded venture. Don't let the stress of a trip ruin the discovery of a new and exciting place. Embrace the conflicts and keep an positive attitude and your trip will be a breeze!

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