February March 2018

A fresh resource for people who plan and manage meetings, events, business travel, promotions and incentive programs. Providing you with inspiration, guidance and great ideas.

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Page 32 of 75

February | March 2018 | Ignitemag.ca | 33 MEETING MUSTS I t's one thing to talk about what needs to get done while you're in the meeting; it's another to make sure those things come to fruition. Here are five tools you can use to guarantee that the action items discussed in the meeting actually become reality. Try these tools to make sure what gets decided at a meeting actually happens afterward by I.J. Schecter RACI CHART It stands for Responsible (the person who leads execution of the task), Accountable (the person ultimately on the hook for whether the task gets done), Consulted (anyone whose input needs to be obtained and incorporated) and Inform (anyone who needs to be reported to throughout the project). And it's the simplest, most effective way of recording, circulating and enforcing who's doing what. Folders, sleeves + dividers To avoid attendees having to shuffle pages trying to find the right materials, use colours, tabs, plastic sleeves and other appealing means of physical organization. Not only will this make things go more smoothly, but it will also ensure topics are addressed properly and their associated materials easily referenced. It's hard for people to manage a stack of mini-decks separated by hard-to-find staples. But it's easy (and fun) when someone says, "The next presentation is in the blue plastic sleeve immediately to the right of your agenda." Tactile stuff Physical and mental involvement go hand in hand. Get the blood flowing and the neurons firing by giving people something to play with that will facilitate but not distract, like squishy stress balls. The more engaged you can keep people physically, the more you'll get out of them mentally. FOOD A gastronomical element can be great—as long as it's nothing messy, noisy or complicated. Instead of a box of donuts, how about a single gourmet chocolate at the conference table for every individual as they arrive, then a matching one for them to find when they return to their desk, with a sticky note indicating their action item from the meeting? FLIPCHART OR WHITEBOARD It's crucial to keep things moving forward throughout a meeting—but equally important to capture comments and ideas to be discussed later. First, it lets people know they're being heard. Second, it makes certain that you don't lose relevant points to be taken up afterwards. Designate one person to record "parking lot" items during the meeting, then assign responsibility for each one after you've adjourned. business meetings + events

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