Are you responsible for event management or looking for an event checklist to help you with successful events management? Here are some tips to ensure it is successful and your team benefits.
Events management is not difficult if you follow this checklist and guidelines.
Identify the Outcome of the Event
Before doing anything it is vital to establish the purpose of the event:
- Is it to reward staff for their good work?
- Does a new team need to get to know one another better?
Is it for an existing team who have “lost their way” and need some direction?
- Do personalities rule and make decisions which are not based on logic and common sense?
- Does the department always seem at odds with other departments?
- Do you feel something is holding back your efforts but not quite sure what that something is?
- Do different perceptions exist at the different levels in your organisation as to what is the problem?
- Is there too much management?
- It there too little leadership?
Get a clear idea of the expected outcome so the team event is structured to it. Talk to management and the team about the issues they consider need to be met by the event and draw up a list of needs. Also discover if they have any preferences for the activities. Consultation with the participants gives them some ownership of the event and they are more likely to benefit.
Link the outcome to the business plan, the team needs and individual development.
Do not think that a team event is a “cure all”. A fun day of teambuilding will not sort out problems in the office. Solve the problem in the office first, then take your team out as a reward - and an opportunity to identify the next challenge.
Involve the participants by asking what needs doing and find a way to achieve it.
The Team Event
Do not choose exercises that are too physically demanding for any team members. If physical fitness or strength are not essential in the work role, they do not have be part of your team building event. Look carefully at the composition of your team and set the level of physical assertion necessary low enough so each team member can participate satisfactorily. Physical activities should be memorable and successful for everyone.
For effective team development try to get a balance so your events are challenging without being too taxing and enjoyable without being all fun and no meaning.
Contact an Events Management Company
Bringing in an outside events management company can bring a fresh perspective, and they will be perceived as objective and neutral. They should be able to make comparisons with other teams who have undertaken similar training. Additionally training should relate to the workplace. If sensitive material is likely to be raised, ask them to sign a non-disclosure agreement.
There are many events management companies offering teambuilding events, so where do you start? Well start by asking for recommendations for colleagues and friends. Then ask the provider these questions:
- What events have they undertaken? Then check out the feedback from their customers.
- What qualifications does their staff have?
- What experience does their staff have of working in industry?
- What safety measures are in place?
- What insurance cover do they have?
A training company can help you identify the messages you want to pursue, facilitate the event and implement the feedback and measurement components afterwards.
The Programme
During the event programme you can include business presentations, social ingredients through mealtime activities, awards and entertainment.
Plan the activities to allow time between each activity for discussion, learning and application back to the workplace. Ensure you follow lunches with activity and end your programme on a note of confidence and commitment.
Participants
Besides the obvious team members consider including key people connected to your team. These could be internal customers, suppliers, etc. These “peripheral players” often add value, perspective and insight to your programme. They can also help with communication back at the workplace after the event is over.
Venue
Getting away from the office environment ensures there will be fewer distractions. It also helps to focus the minds of the delegates and encourages them to feel valued. Interestingly they equate their perceived value to the company with the choice of venue.
Pleasant surroundings with good food and facilities will help to ensure the event is well received. The training provider should be able to recommend places and make the arrangements for you.
Visit the premises before confirming the booking. First impressions are important. While the brochure may look glossy and reviews may be fantastic, it is only by visiting a venue in person that it is possible to establish what the premises are really like and if the venue team are on the ball and able to deliver what is required, when it is required.
Think through how the day will work - walk the room, study the layout and listen to the venue's conference manager.
Read the small print-last minute changes and cancellations can be costly. Make sure everything agreed is confirmed in writing and that no details are omitted.
Publicity
Use bulletin boards, posters and internal meetings to develop interest in the event. Show the attractions and benefits of the event.
Gather information about the event to tell participants' what it is about. You can add to this with details of where and when it takes place, and what to take and wear.
The training provider should take photographs or a video to document your teambuilding event. Give copies of photographs to participants after the event and seek their permission to put the best photographs on your bulletin boards or on your company's Web site.
Individual Participation
Participation in the activities should come under the philosophies of “Challenge by Choice” and “Influence with Integrity”. Participants must have the right to say no and not asked to justify their decision.
Fear of the unknown can be a huge barrier to participation. If someone is apprehensive about an event, encourage them to have a look at the activity and decide when they know more about it.
Recognition
Even though you have used a training provider some of your staff may have helped to plan and make the teamwork event a success. A small but thoughtful gift to staff who have contributed, given in front of everyone at the end of the programme, will be appreciated and remembered.
Feedback
Ask participants to complete “happy sheets” at the end of event to see how they are feeling at the time.
Back at the workplace, put into practice the lessons learnt on the team building event. Measure the return of your investment with a thorough evaluation or an objective performance statistics to compare against historical data.