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Plan For the Worst

The past few week’s floods, hurricanes, and wild fires are a reminder that event planners need emergency plans that are comprehensive, up-to-date, and easy to implement. Of course, the time to plan for a catastrophe is before it happens, but few of us actually do so beyond a vague notion of what we would likely do. Planners’ organizational skills are high value in a time of crises but success relies on preparation. While we all know how to contact security, call 9-1-1 or where to shelter when severe weather sirens sound, event planners need to work with colleagues to develop bigger-picture emergency plans.

College campuses are hosts to hundreds of events annually, many of which are held by off-campus groups, organizations, companies, and even religious congregations. Such meetings are often managed from a variety of offices ranging from continuing education to conferences, special events, and individual colleges. Having a plan for communicating with meeting planners and event hosts when disaster strikes is imperative and often overlooked. Planning for the worst means deciding when and how events will be cancelled in case of major emergencies of the scope that close campus. These are things like tornadoes, floods, epidemic sickness, fires, or in our case, a shooting during the work day. It’s fairly easy to halt routine on-campus activities, but what about things like athletic contests, concerts, meetings, and bookings from external organizations? People from far out of the local area (speakers, for example) may already be en route and unaware of the situation.  Incredibly, even though our campus was closed after the shootings, off-campus clients who had reserved event space still wanted to hold their functions, something that was impossible because campus had been emptied and was on total lock-down.

Before a bad situation arrives on your doorstep, gather a team to create a plan for how events will be cancelled in case of emergency. The first step is to be certain you and your staff are signed-on to emergency notification systems via text, e-mail, and voice. Use multiple numbers and addresses for each person to be certain messages get through.

Begin by creating a campus-wide events crisis management committee composed of people who can get things done then meet to develop a protocol for crisis event management.

A comprehensive campus plan should identify:

*Who has the authority to implement the plan?

*How communication will be handled.

*Who has log-in access to scheduling software and is capable of running it under stress. Can it be accessed remotely? Know the cell numbers for several people who can do this.

*A check-off system for recording whether each group was successfully contacted. Require confirmation from each representative to verify the message was received.

*Names, cell phone numbers, e-mail addresses of key people on campus including A/V and IT, campus safety, catering, facilities, grounds, and space schedulers.

*Overall campus emergency procedures.

*Your duty station. Where will you go? Where will you work from?

*Venues. Know what capabilities are in your inventory in case an assembly point is needed for the president to make an address, to host the media, shelter people, or hold a vigil or memorial service. Know who is responsible for scheduling and unlocking each space and have his or her cell number. Know the capacity for seating, AV, catering, handicapped access, and parking.

*Put the plan in writing and keep it on your phone and computer. Because staff come and go, cell phone numbers change, and office duties get rearranged, update it monthly and distribute it to everyone on the team.

*Review your reservation procedures. All event reservations should be in writing and include full contact information. Be certain contracts contain cancellation language. Get signatures for even the most routine meeting.

 

 

 

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Fall Convocation Salutes Tradition With Contemporary Twist

Fall Convocation, one of the happiest days on the academic calendar, is in the books for 2017. Held the night before classes begin, the purpose is to affirm each student’s decision to attend the university, to begin to transfer school traditions, and to build pride.

Like many southern schools, ours takes place outdoors, never mind that late August is almost always oppressively hot and sticky. This year, more than 1,000 freshmen marched en masse to the campus greenway to officially commemorate their entry into the university. They were greeted by waiting faculty, applauding upperclassmen, and a program of short talks from the president, provost, and an alumnus. The student government leader administered the university’s student creed and a music faculty member led the singing of alma mater.

“Convocation” means a gathering. In academics, convocations are held for a variety of purposes from opening the new academic year to awarding honorary degrees. They are a tradition with roots in the clerical processions of the Roman Catholic Church dating back to the Middle Ages.

What I like is that while Fall Convocation nods to the past and rich academic tradition, ours has a definite contemporary bent. It is a strange blend of seriousness set against the casual atmosphere of a summer evening on the campus lawn. The ceremony’s music is played from a smartphone. Faculty no longer dress in regalia, instead, they wear polo shirts in school colors. Students march in matching tee-shirts specially ordered for the occasion. No solemn procession this, instead, students jubilantly and boisterously process to the site singing, clapping, and cheering along the way. But when the ceremony begins, all is seriousness.

Students are silent as their class flag is presented and then listen intently as the president and provost encourage and admonish them to study hard. They earnestly repeat the student creed and work hard to get through the unfamiliar alma mater.

As the ceremony ends, another university tradition is observed. Faculty form a double line through which the new students process. Faculty greet them individually and hand them symbolic tassels in our school colors, blue and white, as talismans to remind them of their goal of earning a degree. Four years hence, students will process through the double-line again, at their commencement, where faculty will congratulate them on earning a real tassel—one in the color of their degree.

From the “tassel tunnel” students arrive the president’s picnic, their first official meal on campus. They are joined by upperclassmen and the picnic quickly morphs into a party with a live band. The evening is capped by fireworks.

Ceremonies are important markers for celebrating key moments in our lives. Weddings, retirements, awards, and funerals mark life’s defining moments. Incorporating the tradition of convocation into the frothy week of freshmen welcome makes a powerful impression that will be remembered long after the foam party or freshman mixer are forgotten. Fall Convocation marks the entry of a student into the next phase of life and plays an important and memorable role in building early and strong bonds that eventually translate into alumni support.

As we pass traditional ceremonies along, it is important to remember that to be meaningful, sustained, and treasured, ceremonies must (and will) be reinterpreted by each generation.

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Webinar Gives Staff Confidence to Manage Mingling

August is New Year’s in higher education. By month’s end, the majority of schools are back in session and advancement teams are already involved in a tide of fall special events that entail managing mingling including football tailgating, alumni reunions, fund-raising programs, and student recruiting receptions. Hosting guests and making them feel welcome is one of the fundamental jobs of advancement professionals but “working a room” is a skill that isn’t natural and doing it well can take years of practice. These days, most people are far more comfortable texting than they are talking to the living, breathing humans standing nearby. This includes our own staff members, especially if they are newcomers to our profession.

Special events are some of the most effective tools for building personal relationships, but they are also one of the most expensive. When guests attend an event without being greeted, made to feel welcome, and encouraged to deepen their involvement because someone actually took the time to engage them in conversation and get to know them, events are simply a waste of resources. The obvious per-person cost of food and beverage notwithstanding, special events carry a large cost in planning, staffing, and follow up. But the irreplaceable fact that makes events worth doing is that they offer one-on-one relationship building opportunities far more powerful than any online campaign.

We’ve all experienced events where staff huddle talking to each other rather than working the crowd, or they make certain the boss sees them, then load up at the buffet and finally melt away without interacting with anyone. I’m not talking about just rookies. Senior staff are equally guilty!

As American culture has become more casual, many people have arrived at adulthood without knowing how to socialize in a crowd. This doesn’t mean they aren’t willing, it just means the opportunity to learn hasn’t been available. Giving staff tools for self-confidence through training is a proven way to boost performance and maximize ROI whether they are attending a board meeting, or mingling at a black-tie gala.

A perennial exercise of each new school year is holding planning “retreats” and training workshops to indoctrinate newcomers, update continuing staff, map out goals, and energize everyone for the work ahead. This is the perfect time to train your staff by honing their interpersonal skills which in turn will give them the confidence to take the lead in social settings.

Essential skills include knowing how to shake hands properly, make a self-introduction, introduce others, mingle while balancing food and beverage, enter and exit a group, enjoy conversation, and dress for the occasion.

This summer I recorded a webinar, “Conferences, Receptions, and Cocktails,” for the Council For Advancement and Support of Education (CASE), that covers these and other pertinent topics relevant to the variety of the occasions we encounter on campus. I encourage you to consider incorporating it into your fall retreat. Doing so will provide staff with the self-confidence to do their jobs, and help establish a standard code of conduct for your advancement team. The webinar is posted at case.org and is complimentary to members. Log-in at www.case.org and go to Publications and Products, Store, under Product Type, find Webinars.

Best wishes for much success in the new academic year!

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Perception is Reality

 

We will likely never know the true intention of New Jersey Gov. Christies’ July 4 weekend trip to his private beach while the adjacent state park beach was closed due to his government‘s shutdown. Was it a “let them eat cake” gesture, or simply a callous obliviousness to how his behavior would be perceived? It doesn’t matter. Perception is reality. His beach trip was interpreted as an “in your face” message to New Jersey’s lawmakers and citizens. It created a firestorm of negative press and outrage from people across the country. There are lessons here for leaders, event planners, and protocol professionals.

Every move our principals make, whether they are university presidents, elected officials, military officers, or corporate CEOs, is only a disgruntled tweet or unflattering cell phone photo away from controversy. The university president leaves an awards function early. Some will interpret the fact as someone has angered her, or she disapproves of something, when in reality, she has to attend two more events before day’s end. The mayor doesn’t show up for a ribbon cutting instead sending a surrogate because an urgent matter has arisen at city hall. People may read this as a snub to the new business. The senator doesn’t personally greet everyone in the room leaving some people feeling slighted. They make negative comments on social media.

In an interesting ed.TED talk called, “Truth vs. Perception vs. Reality,” (ed.ted.com/on/AsddeXsA) Trevor Maber gives an insightful explanation of how our brains zoom to conclusions based on what we see when a current situation is compared against our experiences, emotions, and assumptions. Sadly, our brains often jump to incorrect conclusions because we don’t have all the facts. We believe what we see.

While we can’t control the behavior of our principals, we can help steer them away from potential perception PR disasters by

  1. Being situationally aware. Knowing the issues and political climate, who will be present and what their agendas might be. (The mood of the populace after losing their traditional July 4 beach visit was not favorable.)
  2. Being willing to modify plans to enhance or avoid situations. (An announcement from the podium during the president’s introduction that she is present to welcome the gathering and then must leave, could potentially avoid negative speculation.)
  3. Being willing to make suggestions to the boss and apprise him or her of possible situations or consequences. (People might be angered, sir, if you use your private beach when theirs is closed.)

An important component of leadership is leading by example, and most seasoned leaders do this very well, but sometimes, principals may not realize how their behavior might be perceived. The governor had the perfect right to sit on his private beach, regardless of what anyone might think. That doesn’t mean it wasn’t bad PR.

As event planners and protocol professionals it is our job to help prevent disastrous episodes by thinking and acting in the best interest of our leaders to avoid potential problems. Afterall, we are the people responsible for arrangements, itineraries, and guest lists.

A five-course gourmet meal with expensive wines for the board of trustees on the day they vote to increase tuition and announce no pay raises, is an unseemly juxtaposition and one that could easily be avoided. An astute planner would discreetly and quickly work with the chef to modify plans.

The next time the planner sees the supposedly snubbed supporter’s name on a guest list, she cues the boss and tactfully orchestrates a personal greeting.

In the case of the beach outing, a planner could diplomatically offer a list of enticing alternative activities.

Some principals accept guidance readily and others may never do so. But while suggestions and work-arounds may not always be adopted, you’ll sleep better knowing you did your best to avoid a problem.

 

 

 

 

 

 

 

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Fly the Flag Proudly, But Don’t Eat On It!

My favorite holiday, July 4th, is next week, bringing with it all of the picnics, fireworks, outdoor concerts, parades and top of the summer fun that Americans associate with the occasion. It’s a red, white, and blue long weekend of food and festivities to celebrate the birth of our country. Flags will be everywhere. That’s great on one hand, but it’s also important to remember what the flag symbolizes and treat it with respect. The Stars and Stripes are the sacred symbol of our country and represent the ongoing successful evolution of the greatest experiment in government the world has ever known. Thousands of people have died for our flag and the freedoms for which it stands.

In our exuberance to celebrate America, we often unintentionally disrespect the flag by using it in ways that diminish its meaning.

The flag is not a decoration. Instead, it should be displayed as a symbol of patriotism. If you need a holiday-appropriate decoration, use red, white, and blue bunting instead.

The flag should not be printed on disposable paper products such as paper plates, napkins, or tablecloths. “Patriotic Party Ware” kits are advertised in this week’s circulars and include everything from plastic silverware to flag beer cups. It’s hard to imagine why covering the flag with beer, bar-be-cue, and baked beans would be a fitting way to show love of country.

The flag should not be represented on swim trunks, flip flops, tee shirts, beach towels or used to cradle your behind on a flag-festooned folding umbrella-style chair while you watch the fireworks.

The flag should not be draped over the hood, top, sides, or back of a car or boat.

If you and your family don’t own an American flag, now is a great time to purchase one and display it proudly at your residence throughout the July 4th weekend.  Just remember to bring it inside when you get home from the fireworks so it’s not left outdoors in the dark.

A comprehensive guide to properly displaying the American flag can be found in a pamphlet called, “Our Flag,” available from the U.S. Government Printing Office at http://bookstore.gpo.gov.

Information about flag protocol is posted on my web site http://correctoncampus.com under the Etiquette and Protocol tab.

Happy 241st Birthday, America!

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Dress for Summer Success

Summer weather arrived this week in full hot, sticky force making getting dressed for work a challenge. Despite the skimpy and skin-tight clothes that Hollywood wears, most of us live and work in far more conservative environments meaning no matter how hot it is, we can’t go to work barely clothed.

Special events planners and development officers must always look polished and put together. We never know when we may be called to arrange an impromptu meeting for the president, give a presentation, or have lunch with a donor. Here are some easy ways to look professional regardless of the humidity.

Women: Trade in your suits for polished dresses. I’m not talking about strapless sun dresses or those with spaghetti straps. Stick with sheath-style dresses that have a jewel or U-neck and short or cap sleeves. Light weight ponte knit is cool and resists wrinkles so you always look fresh. Dresses are more cool than pants because your legs aren’t wrapped in fabric.

Dressy sandals are ok in many offices; as long you have a pedicure. Flip flops are never appropriate for work. On important days, closed-toe pumps are the most professional. Either way, stick with heels that are three inches or less and avoid thick platform soles so that you can walk comfortably. Stockings are optional, but for important occasions such as a board meeting, or if you are interviewing, very sheer panty hose add a more finished look to your legs.

Jackets communicate an air of authority but there is nothing more uncomfortable than a heavy, lined jacked in the summertime! Summer suits are sometimes inevitable, so choose lightweight fabrics that hold their press and resist wrinkles such as tropical weight wool or synthetics that offer a bit of stretch. Linen is a great summer look, but it is notorious for wrinkles. Scale back what’s underneath to a breathable silk or lace tank, but choose a style that completely covers your bra straps and does not show cleavage. It’s fine to cool off by removing your jacket while in your own office, but definitely put it on when you leave your office for any reason.

Unless you are attending the office picnic, or an outdoor alumni gathering, skip capris and shorts at the office. Instead, pick full-length pants that send a polished and put together professional message. When the occasion is an outdoor function, good casual options are knit summer dresses or casual skirts and knit tops. The caveat is that dresses and skirts should not be super short, skin tight, or display your cleavage. Golf outings call for Bermuda shorts or golf skirts. Choose a length that extends to just above your knee.

Despite aggressive marketing messages to the contrary, unless you are a fitness instructor, clothing that falls in the “athleisure” category is not appropriate for the office. This includes leggings, stretchy skin-tight tank tops, yoga pants, sneakers, and slouchy sweatshirts (even those made of cashmere!). This entire category of admittedly very comfortable clothing, belongs at the gym or at home, but not at work or in public.

Summer means offices, restaurants, theatres, jets, and hotels are often freezing cold with overly aggressive air conditioning. Toss that ugly, old sweater that you keep in your office for this purpose and replace it with a stylish, lightweight shawl called a pashmina. Choose one in a summer color for a versatile and portable defense. A travel essential, a pashmina can be rolled into your computer bag or tucked into your in-flight carry on so it’s always conveniently at hand.

Men: At least one tropical weight wool suit is a summer staple and depending on where you live, can be worn up to nine months a year. Choose a classic navy for the most versatility. If you wear a suit often, other cool fabric options are seersucker, poplin, or linen. A summer-weight blazer in blue is a wardrobe essential.

On casual days, a dress shirt (plain or patterned with or without a tie) with sleeves turned up paired with khaki trousers and a great watch, is a good look. Never choose a short-sleeved dress shirt. Collared polo shirts are the next level down in casual, but appropriate for outdoor activities, sporting events, and golf outings. Polos should be in new condition, not faded or sagging. Tee shirts that have advertising or other sayings should never be worn to work.

Good casual pant choices are khakis or chinos that will hold a press and look polished. Resist the temptation to wear your favorite jeans (you are not a college student), especially ones that are faded or have a saggy seat. Shorts are not appropriate for the office but you may need a pair for outdoor activities and the golf course. Shorts should be tailored, pressed, and worn with a belt, of a length that reaches to just above the knee, not the shapeless, super-casual pull-on variety. Many golf courses have dress codes that require men to wear collared shirts and that specify the length of shorts. Always check to avoid being denied access or asked to change into a spare pair of “house shorts” kept on hand for this purpose. You can never go wrong doing as the touring pros do and wear long slacks instead.

Sandals not appropriate for men at work, but remember that you will need seasonal footwear to match your summer attire. This includes dress shoes for your suits, and loafers or similar for more casual looks. Socks are essential when wearing trousers or a suit. Ditch the athletic shoes. They are too casual for the office. For those times when you do need sandals (escorting an alumni kayaking trip, for example), be sure your feet are appropriately groomed by treating them to a pedicure.

 

 

 

 

 

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Business Etiquette Week Prompts Positive Conversation

The Protocol School of Washington (www.psow.edu) has declared June 4-10 National Business Etiquette Week with a theme of “Toxic Workplaces: How to Resurrect Civility in Business.”  Bravo to them because we could all use a reminder about now. Incivility is rampant. It is an insidious poison that degrades our relationships with individuals and nations, and erodes our own happiness. Incivility breeds incivility but the good news is that civility is contagious and far less stressful than living in a constant state of self-absorbed, aggressive snark.

National Business Etiquette Week and its theme prompted a healthy discussion in the university events office, not only because we are the keepers of campus protocol, but we are often the face of the university to alumni, donors, and our community. We are expected to be considerate, after all, that is our job. The flip side is that we are also the recipients of rude behavior from entitled guests who fail to r.s.v.p., announce dietary restrictions as meals are being served, demand to know why arrangements aren’t tailored to their personal preferences, arrive late, show up to adult occasions with children in tow, or worst of all, r.s.v.p. and then don’t show up at all. Through it all, we must maintain composure and treat everyone with unfailing politeness. It’s not always easy. Our conversation led to the consensus that business etiquette boils down to showing respect for others (even when we disagree with what they do or say) and treating them the way we would like to be treated. It’s thinking more about the other person than ourselves.  We created lists of the behaviors we don’t like, and the positive behaviors that we do like. Thinking about business etiquette helped us re-focus on what we can do to make our world more respectful. I hope you and your staff will take the time this week to do the same.

Here is our list of every day ways we can be part of the solution.

We pledge to respect others by:

  1. Affirming that race, religion, politics, and sexual orientation have no bearing on our ability to be polite. Everyone has value as a person.
  2. Being on time. Doing so shows respect for colleagues and guests.
  3. Being prepared for meetings by having the items we have been assigned completed or ready for discussion and all needed materials with us.
  4. Returning all messages promptly, including e-mails.
  5. Keeping our inboxes clean. (Nothing says “disorganized” or is more frustrating than hearing a “this inbox is full and cannot accept messages” recording on cell or office telephones.)
  6. Eschewing foul language, especially the once taboo but now ubiquitous “f-bomb.”
  7. Dressing professionally which means wearing clothes and accessories that are appropriate for the office, modest in styling and that cover cleavage, tattoos, toes, and upper arms. For men, it means shirts with collars and trousers on a casual day, coat and tie otherwise.
  8. Keeping the office kitchenette and break room tidy. No dishes in the sink, litter or spills left behind on surfaces or in the microwave, and only fresh food stored in the refrigerator.
  9. Keeping private life private by not talking about personal problems in the office or online.
  10. Treating coworkers with a cheerful attitude and a sincere willingness to help accomplish goals.

 

 

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Polish Your Formal Meeting Manners

Advancement professionals are often asked to make presentations or represent university leadership at formal meetings such as those conducted by the school’s board of trustees, alumni or foundation boards, community non-profit organizations, or local government. Presenting yourself and your school with polished meeting manners goes a long way toward establishing credibility. Here’s how to project a professional image when you are attending a meeting.

Arrive on time in business attire (suits for both men and women), prepared for the topics to be discussed. Review any background materials, including minutes of the previous meeting, that were distributed in advance. Familiarize yourself with the names of board members. If you are making remarks or giving a presentation, plan and rehearse what you will say. Have your papers and relevant materials neatly organized in a folio so you don’t have to dig for them. It is considerate to give your business card to the meeting secretary so that your name and title can be accurately recorded in the minutes.

If you are a guest or newcomer to the group, make your presence known by introducing yourself to the meeting chairperson or planner. He or she should indicate where you are to sit. If not, ask before taking a seat. Place your computer bag, tote, or purse on the floor beside your chair (never on the meeting table).  Silence your cell phone and put it out of sight. Peruse the agenda so that you know when it will be your turn to speak. Introduce yourself to others and make light conversation with the people seated beside you until the meeting begins. Don’t arrive with a to-go cup of coffee, water bottle, or food in hand. Doing so lacks polish and hints that you don’t trust your host to offer refreshments.

If you are making a presentation that requires audio visual equipment, arrive early so that you have time to test it. Avoid computer compatibility problems by bringing your own laptop, connector cables, and your own remote. Always have a copy of your show on a thumb drive not only as a backup, but so that it can be given to the AV techs in the event all shows are being run from a house computer. Test all Internet or Wi-Fi connections if they are essential to your show. Remember that your computer may have to be signed-on to a secure network in advance.

When it is your turn to speak, take your tablet, laptop, or notes to the podium. If you’re using written notes, carry them in an attractive portfolio. Don’t place them on the podium in advance because other speakers may need room to spread out their things and you run the risk of them being accidentally being picked up by another speaker when he or she leaves the lectern. Respect others by confining your remarks to the amount of time you have been assigned.

During the meeting, keep attention focused on the purpose at hand by refraining from texting, checking e-mail, or doodling.

If no refreshments are offered, don’t ask for them. When beverages are served in cans, pour the contents into a glass before drinking. Keep your seat during the meeting and keep your place at the meeting table free from litter. Place dirty cups and trash on a side table (if one has been provided) during an appropriate break in the proceedings.

Don’t interrupt others or comment on everything that is said. Organize your thoughts before speaking. If you disagree with something that has been said, do so politely and avoid credibility-damaging outbursts of anger.

When the meeting ends, thank the chairperson before you leave. Follow up promptly on promises or assignments.

 

 

 

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Be A Polished Meeting Leader

Much of a meeting’s effectiveness boils down to manners (or lack of them). A well-managed meeting increases productivity and runs smoothly, largely because the meeting’s chairperson and participants know their roles. Here are some tips for chairing a meeting.

The first step toward meeting success is having a clear purpose and knowing what you want to accomplish. Define the meeting’s objective, and then determine who needs to attend to accomplish it. Invite only the people necessary to fulfill the task. Not only will a smaller group speed things along, people appreciate not having their time occupied unnecessarily.

Schedule the meeting for early in the day, so people can stop on their way to work. This strategy lets you harness participants’ creativity while they are fresh and energetic and helps ensure attendance because you catch people before they get bogged down in problems at their own offices.

Set an agenda and distribute it beforehand via e-mail. Include background information that will help make the time spent together more productive.

Select and prepare the meeting room for maximum comfort. A room that is brightly lit and cool will help keep people from becoming drowsy. Check the room arrangement by actually sitting in different locations to be certain everyone can see and hear. Cue computer slides, videos, test Wi-Fi connections, and conference-calling gear. Know what to do if equipment malfunctions or, if you are in a hotel or conference facility, how to contact the on-call AV specialist. Practice dimming and turning on lights. Thoroughly test sound equipment, including all microphones, and adjust volume levels. Tape electrical cords (especially those around the podium) to the floor for safety.

Offer beverages such as water, sodas, coffee, and tea. Other refreshments are not necessary unless the meeting will be long or encompass a meal time.

It is the chairperson’s responsibility to introduce people to each other and to tell them where to sit.

If your meeting is formal or will involve unfamiliar people, prepare each person a name plate that can be read by others in the room. Assigning seats also gives you the opportunity to strategically seat people together or to tactfully keep adversaries separated. Remember that the second most important person present should be seated on the chairperson’s right.

Begin on time, and don’t interrupt progress by stopping the proceedings to fill-in latecomers. Instead, keep the meeting moving, and bring those who are tardy up-to-date after adjournment.

Don’t allow phone calls or interruptions, and politely request that cell phones be silenced.

Set the tone and establish control by delivering a crisp welcome and very brief overview. Stick to the agenda, and guide conversation to keep things moving on track. Limit circuitous discussion and disagreements and don’t let the meeting disintegrate into bickering or aimless rambling. Settle differences by taking a vote, or if an issue cannot be resolved, assign the subject to a sub-committee for further study.

As chairperson, see to it that people speak in turn and that everyone has a chance to contribute. Call on quiet people to encourage their participation, and tactfully cut off a windy person’s lengthy remarks, especially when they are inappropriate or off-subject.

Take minutes, and distribute them via e-mail before the next meeting. Minutes serve as a reminder of who promised to do what by when.

Next week: Polished Manners for Attending Meetings

 

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Show Appreciation, Write A Thank You Note

 

Saying thanks and showing appreciation to our colleagues is one of the most powerful motivators in the work place. It’s also one of the most under used. I like to say “thank you” throughout the school year because it makes me feel good and it helps keep spirits up as we march through one event after another. If you haven’t been doing so, there is an old saying that it is never too late to say thanks. The academic year-end is a perfect time to express your gratitude.

While there are many sources suggesting ways to thank employees or colleagues ranging from snacks to gift cards, I find one of the most effective is to give the rarest of items–a hand-written thank you note. A personal note is just that–it communicates to the recipient that you noticed and appreciated his or her contributions and because it is in your own handwriting, it conveys your message in a way no emoji-sprinkled text, commercially produced thank you card or box of bagels left at the office coffee maker can ever rival.

A recent study on employee engagement cited by the Huffington Post (http://Huffingtonpost.com/2013/11/19/appreciation) found that 80 percent of employees are motivated to work harder and remain more loyal when the boss shows appreciation for their work. But you don’t have to be the boss to send a thank-you note. No event planner can be successful without the hard work of others and recognizing them is not only appreciated, it can pay major dividends going forward.

I send a blizzard of thank you notes following events to everyone from the featured speaker to the cleaning staff (remember your administrative assistant, too). Occasionally, I even send a note to the president’s spouse expressing thanks for her graciousness after we have invaded her home, the university’s official residence, with gear, caterers, and hundreds of guests.  I also send thanks to the university police department for their help with  security, parking, and crowd control.

I address each person personally and mention specifics of what they did to help make our efforts a success. Over the years this habit has helped engender willing cooperation when I ask people to go above and beyond their everyday tasks. Recently, a theater professor who often teams up with our events staff told me that when he moved offices he found a trove of old thank you notes I had sent. I was very touched that he had saved them.

We all crave thanks and recognition, yet it is a scarce commodity in the work place. People who say thank you stand out. I once worked for a president who thanked his staff with notes, flowers, or small gifts when a job was particularly well-done. In the back of our minds, all of us were working to earn one of those special recognitions every time we undertook a new project. Showing appreciation conveys respect and builds loyalty and trust because it affirms that someone noticed and valued our efforts.

Writing thank you notes is not a long, complicated, or odious task. Simply make a list of people and take pen in hand. Use a fold-over note card, either one produced by your school or company or purchase your own from a stationary store. (Crane and Co. (http://www.crane.com) is my favorite. An American paper manufacturer since 1770, the company produces fine 100% cotton papers that are classic in styling and noted for understated elegance.)

Open the card and writing only on the bottom half, address the person, mention the occasion and something specific about his or her contribution. If possible, use the person’s name again in the body of your message and then say “thank you.” You’re done! Mail as soon as possible after the occasion. You will make someone’s day and you will feel good, too.