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Last updated on 2024年7月24日

Here's how you can manage tricky discussions with conference organization stakeholders.

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Navigating the complexities of conference organization involves engaging with various stakeholders, each with their own interests and concerns. Managing these discussions can be challenging, but with the right approach, you can foster a collaborative environment that leads to a successful event. Whether you're negotiating with sponsors, coordinating with venue managers, or aligning with keynote speakers, the key is to communicate effectively and maintain a balance between diverse expectations. Remember, your role is to ensure that all parties feel heard and valued, while keeping the conference's objectives in focus.

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Miranda OBEN

Group Manager | Avanade- Microsoft D365| International Moderator | Keynote Speaker | English- German- French??

1 Understand Needs

To manage tricky discussions effectively, you need to first understand the needs and priorities of your stakeholders. Engage in active listening, which means fully concentrating on what is being said rather than just passively hearing the message. This technique helps you to comprehend their points of view and creates a foundation for mutual respect. By acknowledging their concerns and demonstrating empathy, you can build trust and establish a constructive dialogue that paves the way for finding common ground and reaching amicable solutions.

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Miranda OBEN

Group Manager | Avanade- Microsoft D365| International Moderator | Keynote Speaker | English- German- French??
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The word "#LISTEN" is a powerful *Art* during conversations. Every sentence spoken has a WHY. Do not only listen coz you want to "respond", listen to clearly understand the needs of your Stakeholders. I agree with Simon Sinek's start with WHY. Then #together get to the HOW and then the WHAT. Together. Also very important to pay close attention to the #micro-messages. Sometimes they convey a lot! I equally in discussions put myself in the other's shoes in order to carry on in a way that suits both parties. Life is better being #trustworthy and #transparent and navigating the discussions. Best, Miranda OBEN

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2 Set Expectations

Clear communication about what can realistically be achieved is vital in managing discussions with stakeholders. Early in the planning process, outline the goals, limitations, and scope of the conference. This preemptive step helps prevent misunderstandings and sets a transparent framework for negotiations. When stakeholders have a clear understanding of what is possible, they are more likely to adjust their demands accordingly, which can lead to more productive conversations and a smoother organization process.

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3 Foster Collaboration

Encouraging a collaborative approach among stakeholders is key to managing difficult discussions. Highlight the collective benefits of the conference and how each stakeholder's contribution is crucial to its success. Facilitate an environment where stakeholders can share ideas and feel that their input is valued. This not only helps in resolving conflicts but also in generating innovative solutions that could enhance the conference experience for everyone involved.

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4 Negotiate Fairly

Negotiation is an art that requires balancing assertiveness with understanding. When faced with tricky discussions, aim for win-win outcomes where all parties feel their interests have been fairly represented. Use principled negotiation techniques that focus on problem-solving rather than on positions. By being open to compromise and showing a willingness to make adjustments, you can navigate through tough negotiations while maintaining positive relationships with your stakeholders.

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Miranda OBEN

Group Manager | Avanade- Microsoft D365| International Moderator | Keynote Speaker | English- German- French??
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Collective #success is the best success. My key word is always bringing #value. In any collaboration, it is important to bring value to the other party. Set structure together, set priorities together, discuss openly and plan with ONE Vision in mind. Staying fair and true to the VISION makes everyone more comfortable in planning and getting the desired outcome. #Authenticity is an amazing way of being. Being authentic builds the best relations privately and professionally. So no matter what the discussion is about, stay focussed on bringing value to a collective goal. Best, Miranda OBEN

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5 Maintain Composure

In any challenging discussion, maintaining your composure is crucial. Difficult conversations can become emotional, but as the conference organizer, your role is to stay calm and focused. By keeping your emotions in check, you project confidence and control, which can help de-escalate tensions. A composed demeanor encourages constructive dialogue and demonstrates your capability to handle the situation professionally, which is reassuring to stakeholders.

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Miranda OBEN

Group Manager | Avanade- Microsoft D365| International Moderator | Keynote Speaker | English- German- French??
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As a #Leader I've practiced to remain calm! "What if I were on CNN and the whole world were watching?!" I tell myself. "What if the other person is going through tough times privately & I am that one person that happens to be understanding?" The above sentences cross my mind when in the past someone had tried* to be rude. I consciously decide to #BeTheLeader. By breathing evenly, I listen to them to understand why! By focussing on staying constructive & calm in my responses, the situation eased off into a calm direction. #Self-control is a virtue which every leader needs. Be the #kind voice in someone's day! You never know what people are going thru' beyond work. Be mindful & respectful even if the other is not. Lead by example. Miranda

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6 Follow Through

After discussions and negotiations, it's essential to follow through on agreements and commitments. This builds credibility and trust with stakeholders, showing that you are reliable and honor your word. Documenting decisions and action items ensures clarity and accountability, making it easier to track progress and address any future concerns. Consistent follow-through solidifies relationships and sets a positive precedent for future interactions with stakeholders.

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Miranda OBEN

Group Manager | Avanade- Microsoft D365| International Moderator | Keynote Speaker | English- German- French??
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"Say what you mean and mean what you say!" - ALWAYS! - Credibility and reliability are true virtues in any given context. As the human mind can genuinely assess or retain different aspects of a discussion, it is always important to have a written form/summary of key aspects. Following through and setting up a to-do list is important. I have mentored my teams to work with; #WHAT, #WHO and #WHEN. What needs to be done, by WHOM and by WHEN. This helps is setting up tasks and ensuring the responsible people know their tasks and the deadlines. Helps in clarity and great structure in reporting and follow ups are easier. TEAM - Together Each Achieves More! Best, Miranda OBEN

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Here's how you can manage tricky discussions with conference organization stakeholders.

1

2

3

4

5

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7

1 Understand Needs

2 Set Expectations

3 Foster Collaboration

4 Negotiate Fairly

5 Maintain Composure

6 Follow Through

7 Here’s what else to consider

Conference Organization

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Here's how you can manage tricky discussions with conference organization stakeholders.

1

2

3

4

5

6

7

1 Understand Needs

2 Set Expectations

3 Foster Collaboration

4 Negotiate Fairly

5 Maintain Composure

6 Follow Through

7 Here’s what else to consider

Conference Organization

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