Santa may make a list and check it twice, but any meeting planner knows you’d better do that thrice. And while you’re at it, how about coming up with a new checklist that involves more than logistics?
Detailed operational checklists have longbeen the foundation of many successful conferences, andprovide plannersanopportunity to demonstrate their exceptional attention to detail. In his new book, The Checklist Manifesto,
surgeonandNewYorker contributorAtulGawande showshowfollowing better checklists for common surgical procedures saves more lives. (Read an excerpt from thebookonp. 60.)Gawandebelieves the checklistmaybethe perfect tool tohelpusman- age our increasingly complex world and the myri- ad activities and actionswejuggle. Problems develop when we don’t consistently
apply our knowledge of what works—and not because we don’t possess sufficient knowledge in
specificconcerns. Slinkset.comorsimilar online tools allow individuals to pose questions/topics and, like Digg, vote up or down to indicate their interest in ones others have suggested.
Create workshop-identification pages that facilitate immediate learning. Session listings should go beyond highlighting the speaker, ses- sion location, and learning outcomes. They should include links to other information the speaker can provide on the topic (articles, books, blog posts, podcasts), as well as links to similar content that will be offered elsewhere at the con- ference and resources available from your organ- ization.
Meetings are increasingly complex whirlwinds of activity.
the first place. Consistent application of detailed lists reduces the margin of error. Checklists for con- ference planning should include not only items related to logistics, but ones that address learning and community. Here are some to check off:
Move conference-orientation information online for advance viewing. Short video clips, podcasts, or slides with synched audio can easily providemuch of the information currently covered during conference-orientation sessions. Doing so then allows on-site gatherings to better leverage the face-to-face opportunity to connect attendees.
Implement a mechanism for attendees to posequestions to speakers.Whether itbeassign- ing sessions Twitter hashtags or creating session Wikis, conference organizers should help likely session attendees share their needs and pose ques- tions inadvance to speakers. Presenterscanthenfur- ther customize their content to meet attendees’
Enhance speakers’ understanding of your organization,the profession or industry it rep- resents, and the goals and values of your con- ference.Most speaker-orientationpackets focuson slide design and audiovisual logistics. Spend a few hours preparing an overview of yourmembers and theirdemographics,key industry terminology and statistics, current issues affecting themembership, and your conference’s priorities andhowspeakers can support them. Existing informationyouprovide to prospective members or the media may be repurposed to better prepare your presenters.
Incorporatemorereflection,distillation,and action-planning activities.Meetings are increasing- lycomplexwhirlwindsof activity, giventhemanyin- person conversations and social-media connec- tions that occur. If better checklists canmakeabetter meeting, a better meeting may also be one that includes time for participants to make their own checklists from what they are learning.
ON_THE_WEB: Check out http://basecamphq.com (a low-cost option) and http://tadalist.com (a free site) for checklist tools that can support long-distance collaboration and project management.
24 pcma convene March 2010 ILLUSTRATION BY JEAN TUTTLE
Check‘Connecting’ OffYour List Helpparticipants leave the conferenceready to leverage theirnew insights andconnec- tions.Ensureindividual workshops includetime for reflectionandappli- cation. Providespeakers with10 to 20 activity options they canuse in their sessions. In addi- tion, create designated times andspaces specif- ically for participant planning.Consider using interesting andengaging formats likePecha KuchaorWorldCaféto allow peopleto connect witheach other and sharetheir learning. Offerelectronicpost- cards at your Internet kiosks that let partici- pants e-mail a key take- away to theoffice.
Jeffrey Cufaude is a former higher education administrator, meeting planner, and association executive. Currently he designs and presents high-impact learning experiences, including engaging conference keynotes and workshops. Learn more about his work atwww.idea architects.org or follow him atwww.twitter .com/jcufaude.