Organizing a conference can be a daunting and complex project. You have to deal with multiple stakeholders, deadlines, budgets, logistics, and content. How do you make sure you prioritize tasks effectively and avoid getting overwhelmed? Here are some tips to help you plan and execute a successful conference.
Before you start any task, you need to have a clear vision of what you want to achieve with your conference. What is the main theme, audience, and value proposition? How will you measure the impact and outcomes? How big, long, and frequent is your conference? These questions will help you define the scope and boundaries of your project, and avoid scope creep or unrealistic expectations.
Following are the key take aways A) Need to have Clarity on the Outcome of the Conference B) Define the Goals to achieve the Outcome C) Prioritize the Agenda to elaborate your Goals D) Assertive Communication of your Agenda.
Je commence à définir l'objet de ma conférence, les auditeurs et leurs attentes. Puis je prépare une présentation que je fais revoir à un panel d'experts. Je révise ma présentation une semaine au préalable dans les conditions réelles de la conférence: salle, projecteur, ordinateur, sono,...Je garde du temps pour les questions/réponses. Je m'assure de l'attention des auditeurs: leur intérêt est-il soutenu? C'est ainsi que j'ai présenté dans le grand auditorium Grimaldi de Monaco devant 1200 personnes; on n'entendait aucune mouche voler...ma plus grande satisfaction...Depuis je présente tous mes livres dans les lieux idoines: auditorium de bibliothèques, librairies, salons du livre, etc...
Identifying the necessary steps to reach the desired “End State” is critical and cannot be successfully accomplished without qualified people on the team. I had a Project Manager previously tell me they would develop a schedule to show how long it would take to accomplish a task. I asked how they could build a schedule if they didn’t understand all of the logic. They just looked at me. Bottom line is you need a team of experienced people to fully understand the scope to build a believable schedule. Building a schedule is an essential step, but building one with limited knowledge of the scope will not result in a successful project. Bottom line, start with the correct team and the Project will be successful.
Once you have your goals and scope, you need to break down your project into manageable tasks. You can use a work breakdown structure (WBS) or a mind map to visualize the main deliverables and subtasks. For each task, you should identify the resources, budget, time, and quality requirements. You should also determine the dependencies and constraints among tasks, such as which ones need to be done before or after others, or which ones are critical or optional.
To prioritize your tasks effectively, you need to evaluate their importance and urgency. A common tool to do this is the Eisenhower matrix, which divides tasks into four quadrants based on these criteria. The first quadrant includes tasks that are both important and urgent, and should be your main focus. These tasks are essential for project success and have tight deadlines, so you should delegate or automate them if possible. The second quadrant consists of tasks that are important but not urgent; these are strategic and long-term, so plan them in advance and allocate time for them in your calendar. The third quadrant includes tasks that are urgent but not important; they are operational and short-term, so you can delegate or outsource them. Finally, the fourth quadrant consists of tasks that are neither important nor urgent; these are distractions and a waste of time, so eliminate them from your to-do list.
To keep track of your tasks and priorities, you need a project management tool that helps you organize, monitor, and communicate your progress. There are many tools available, such as Trello, Asana, or Monday, that allow you to create boards, lists, cards, or charts for your tasks. You can assign tasks to team members, set deadlines, attach files, add comments, and update statuses. You can also integrate these tools with other apps, such as email, calendar, or video conferencing, to streamline your workflow.
Priorities can change over time, depending on the circumstances, feedback, or new information. You need to review and adjust your priorities regularly to ensure that you are working on the most relevant and impactful tasks. You can use a weekly or monthly review to evaluate your progress, identify issues, and update your tasks. You can also use a daily or hourly review to plan your day, prioritize your top three tasks, and check your results.
Organizing a conference can be a rewarding and fulfilling experience, but it requires effective prioritization of tasks. By following these tips, you can manage your time, resources, and quality better, and deliver a memorable and valuable conference.