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Here's how you can manage work-related emergencies or urgent tasks while attending conferences.

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Attending conferences can be an enriching experience, but it's not uncommon for work emergencies or urgent tasks to arise that require your attention. Balancing the need to stay connected with your job while engaging in conference activities can be challenging. However, with the right strategies, you can manage these situations effectively without compromising your conference experience or work responsibilities. Here's how you can handle work-related emergencies or urgent tasks while attending conferences, ensuring you get the most out of both worlds.

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Nick Koerbin

Executive Director at Association Executive Services with expertise in NFP Management Solutions
Jules Gatel

Communication Manager at Meeting Villages Clichy

1 Prior Planning

Before you even step into a conference, it’s vital to anticipate potential work crises by preparing in advance. Inform your team about your schedule and establish protocols for emergencies. Delegate responsibilities and make sure everyone has access to the necessary resources and contacts. Utilize collaborative tools to keep projects moving and set up a system for urgent communications. This way, you can minimize disruptions and have peace of mind knowing that your absence is accounted for and your team is equipped to handle issues that may arise.

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Nick Koerbin

Executive Director at Association Executive Services with expertise in NFP Management Solutions
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This should always be part of your plan to empower your people to manage these emergencies and let them know when to escalate them to you.

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2 Communication Lines

Keep communication lines open with your team while you're at the conference. Determine a method for regular check-ins that won't interfere with your conference schedule, such as during breaks or in the evening. Use messaging apps or email to stay updated, and be clear about when and how you can be reached in case of an emergency. By establishing these boundaries, you ensure that you're accessible for critical issues while also being able to focus on the conference.

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Nick Koerbin

Executive Director at Association Executive Services with expertise in NFP Management Solutions
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I often use app messages, which have helped me identify the level of urgency and if I need to act. It depends if you need to be alerted to all issues or if you have defined what should be escalated to yourself

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3 Time Management

Effective time management is crucial when juggling conference activities with work emergencies. Review the conference agenda in advance and identify sessions you cannot miss. Block out these times and schedule work check-ins around them. If an urgent task arises, assess its priority and decide whether it can wait or if you need to step out to address it. Remember, not every work issue requires immediate attention; some can be scheduled for a later time when you're less occupied.

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4 Utilize Tech

Leverage technology to stay on top of work without missing out on the conference experience. Use your smartphone or tablet to quickly respond to emails or join virtual meetings during breaks. Cloud-based applications allow you to access documents and collaborate with colleagues remotely. Set up notifications for high-priority items so you can respond promptly without having to constantly check your phone or email.

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5 Quick Delegation

When an emergency strikes and demands immediate attention, quick delegation can be a lifesaver. Have a trusted colleague on standby who understands the urgency and can take over your responsibilities at a moment's notice. Provide them with clear instructions and the authority to make decisions in your absence. This trust in your team allows you to address the emergency without prolonged distractions from the conference proceedings.

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Nick Koerbin

Executive Director at Association Executive Services with expertise in NFP Management Solutions
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Yes delegation is important when there is a crisis we have had incidents when the website has collapsed or members cannot access the member portal. It is important that levels of delegation are clear before you attend conferences or events

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Megan Farrell Ragsdale

Fractional Operations, Growth & Strategy leader | Help start-ups, PE & mid-market companies scale for the next stage of growth | M&A integration | YPO facilitator + retreats | Executive Coach | Author | Speaker
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Not just in the moment delegation - don’t be the person who wants to control everything to the point the entire production is riding on one person - disperse decision making as best you can. Most times conference leaders struggle with the fact that if you hang on too tightly, people don’t feel like they can make decisions, and then they come to you with problems. So you answer them, which trains them to bring you more problems. Train people to think critically and logically and you have got the perfect team!

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6 Stress Management

Lastly, managing stress is key when faced with work emergencies during a conference. Take deep breaths and approach the situation calmly to make rational decisions. Remember that panicking can cloud your judgment and hinder your ability to resolve the issue effectively. Utilize stress-reduction techniques like brief walks or mindfulness exercises to maintain your composure and ensure that you handle both your work and conference commitments with a clear mind.

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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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Jules Gatel

Communication Manager at Meeting Villages Clichy
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Take some time to weigh the gravity and time-sensitivity of your work-related emergency or urgent task against the potential disruption to team activities that would result from your absence. Attendees often match their level of energy and focus with the larger group's. When people step out of a workshop about collective intelligence to take work calls, not only does it push their workload on the rest of the group, it also undermines the intention behind the workshop/seminar/conference. Conferences cost money to set up and contrary to popular belief, they are set up with an strategic objective which includes your participation. Give it a chance to succeed, be in the moment!

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Here's how you can manage work-related emergencies or urgent tasks while attending conferences.

1

2

3

4

5

6

7

1 Prior Planning

2 Communication Lines

3 Time Management

4 Utilize Tech

5 Quick Delegation

6 Stress Management

7 Here’s what else to consider

Conferences

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Here's how you can manage work-related emergencies or urgent tasks while attending conferences.

1

2

3

4

5

6

7

1 Prior Planning

2 Communication Lines

3 Time Management

4 Utilize Tech

5 Quick Delegation

6 Stress Management

7 Here’s what else to consider

Conferences

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感谢您的反馈

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