Group Events (AKA Herding Cats)

Organising a group event with colleagues? Need to get them all to the right place at the right time?

One of the challenges that I find happening more and more often is trying to get everyone where you want them to be. And on time.  I am a person who list to arrive early at events and so when I am “responsible” for getting a number of people out the door there are a number of things that I do to smooth the way.

1. Once the date for an event is fixed – I set up a calendar invite to make sure that it is physically in everyone’s diary.
2. In the diary I include details of the event, location and leaving time. If I’ve booked a taxi (or I’m planning on booking one I also include these details). If we are meeting up beforehand I also include details of this.
3. I remind people in casual conversation in the run up to the event.
4. I send a specific email (or have a specific conversation) with the “update” on the plan on the day/day before. It is likely that this will just be reminding everyone of the details of what has already been agreed.
5. Give a 15 minute (or other appropriate) warning.

Of course, it doesn’t always go to plan, life never does – it is too unpredictable, but if you have the foundations in place and create openings for people to update you on their plans too you are more likely to have a successful outcome.