Managers plan run and follow up content from meetings. Watch the lecture below to get an understanding of the responsibilities you will assume for meetings as an Event Manager.
Contents
Meetings
Communication
As an event manager you are responsible for all communications. Speaking face to face, writing an letter or email all must be choreographed with planning and precision. One needs to be tactful in use of language. Timely in information dissemination and specific with information. How you present yourself is very important. You speak for not only yourself but the production you are running and the organization you represent.
Weblink to documents that are due with this lecture
Face to face Skills
Use eye contact to be sure your employee is listening. Be sure you listen to your employee. When possible smile. Be thoughtful. Be available to your workers before during and after the task is complete. Repeat all questions back to your employee before answering them. This will support their idea and confirm you have a mutual understanding of the task and outcomes for completing. Thank your workers when the task is complete.
When you are speaking person to person be sure to be aware of your personnel nonverbal communication. You have learned gestures, facial expressions and body language you should be aware of and understand. It is possible for your employee’s to misinterpret you due to having a presupposition affected by their own cultural or environmental experiences. Keep you hands down at your sides or folded in from of you. Be calm and focused on the information you are sharing. Choose the meeting location carefully. Be sure it is neutral ground for you and your employee.
Understanding your employee before you talk to them will lead to positive outcomes. If your worker is an introvert, they may be reserved and solitary. They are excellent at long term goals. They work well alone. They can work well in a team that understands them. An extroverted worker tends to be outgoing, energetic and talkative. They are good a short tem goals. They thrive on social interaction. Be sure to learn your staff. You will get the most out of them by knowing their names, recognizing their strengths and giving them goals theye can achieve.
Written words
In todays world there are a variety of tools to write out information and tasks. Texting on your phone, sending and email or a snail mail letter are examples. Be sure to check for grammar, spelling and content details such as time, dates and location before sending. Tool such as a dictionary and thesaurus can help you keep information neat and formal. Have a colleague proof read your writing before sending. When writing emails be very specific about the words you use and the size and color of the fonts. Capitalization can mean shouting in the digital world. Emogee’s can have many meanings. Be sure you know before using. A short paragraph is more likely to be read. Use bullet points when possible. When possible cc up or down the responsibility food chain. This helps with accountabilities of those you are delegating tasks to.
Phone
When speaking on the phone remember no-one can see your expression. Feel free to write a script to be sure you keep the details accurate and communication all the information. Speak slowly and thoughtfully. You will probably end up sending an email to confirm what you spoke about. Your script can be a good source for your email content. Also practice you speaking of your key points with a colleague to be sure you are comfortable with the content and speaking at a considerate pace.
You want to say YES
When an employee comes to you with an issue they are trying to communicate and your first impulse is to say no; stop, think and listen. It may have taken time and courage for your employee to bring the issue to your attention. Find a quiet neutral location to talk. Have them explain the issue in detail. Engage their ideas. Collect all the facts. A good tool is to assign the employee to research the facts with a deadline. If needed bring in an expert to collaborate with.
You need to say NO
It is never easy to say no. First. find a neutral location to talk. Let your employee present all of the facts. Be positive about their idea. Convey the obstacles of time, money and resources. Do not leave the employee until they have a positive impression of the situation. Keep the conversation going with the worker. Have other conversations in the future you are sure will have positive outcomes.
Difficult conversations
Prepare for difficult conversations. Pick a neutral, private location to talk. Know your facts before you meet. Bring in a third party if needed, or be sure your staff knows where you are, who you are with and how long you plan to be there. Be prepared to let the worker talk out their frustration and dissatisfactions. Keep the dialog moving. Validate their concerns. Never let the conversation get personnel. The worker has a need to voice all their issues and concerns. Be firm. You are in charge. You have the authority and responsibility of the task the employee is unhappy with. Be supportive of their point of view. Stay on topic. Stand your ground. It may take more than one conversation to resolve the issue.
Authority versus responsibility
Depending upon your level of management you will have authority or responsibility over workers and decision making powers. The difference between have authority and responsibility is huge. Be sure you know where you job falls in the organizational structure.
Authority
- Authority is the legal right to give the command and or make a decision. As the person in charge you can mandate rules and enforce them. You give instructions that your subordinates are obliged to obey. A superior to subordinate relationship. The flow of information is down stream. Authority results from a formal defined position in an organization. The manager with authority makes decisions and implements them. The position is usually continuous for a long period of time
Responsibility
- Responsibility is the obligation one agrees to undertake. The Manager will accomplish a task assigned to them by a senior manager. These individuals have the ability to understand and commit to completing an assigned task. The manager is subordinate to a higher authority. The objective is to execute the duties assigned by a superior. The manager is only responsible until the task is accomplished
Go back to black board and take the communications quiz
