Effective meetings and events require proper planning. However, it often gets buried under other tasks when things get busy, and suddenly it’s happening in a couple of weeks. Here, HUONE shares its own event calendar for the next half a year, hope it helps you to plan ahead and be prepared for the coming Autumn of 2022!
HUONE’s example Event Calendar
HUONE, like any other company, has a lot of internal/external meetings and events. Have you heard of the proverb ‘shoemaker’s son always goes barefoot? ‘It means that skilled or knowledgeable person are often the last to benefit from their expertise. HUONE’s mission is to help companies enjoy better meetings, and we share our expertise so our customers get the most out of their day.
Often, internal meetings and events get overlooked, so we have practices to make sure our meetings and events are effective and worthwhile for all. One of the practices is to plan ahead. The event calendar is what we use internally to help everyone to understand well in advance what’s coming.
(The second half of HUONE’s event calendar)
- Events Weekly sales/marketing meetings
- Weekly operational planning meetings
- Bi-weekly team meetings
- Monthly global marketing meetings
- Monthly management meetings
- Regular trainings
Must-ask questions for all upcoming meetings and events
Why are you organising this meeting or event?
Define and communicate the goal. The main goal of the meeting should be shared clearly with everyone from the very beginning so that you can work towards it together. Meetings happen between people and they are designed to facilitate human collaboration after all. In good meetings, everyone knows what they’re there to achieve.
Who do you need to invite?
Invite (only) the relevant people. Now you have a goal, who should you invite? Events are downsizing more and more, and the quality of the guests is more important than the quantity. The cost of a meeting expands far beyond the cost of the meeting space. By only inviting the relevant people, you save time(=money), and will drastically improve the effectiveness of your meeting. In addition, communicate what is expected of them; ‘why’ do you need these people?
Where are you meeting?
Decide on ‘where’ carefully. The physical space is a crucial factor to consider to make your meeting or event succeed. It is much more than just finding an available space big enough for your group. The environment and the surroundings will directly affect the behavior of the participants, which will directly influence the outcome of the meeting.
What should be on the agenda?
Share an agenda with your guests in advance. It is one of the meeting attendees’ rights. How about introducing the rule: ‘no agenda, no meeting’? Make sure to include all the above elements, as well as the time frame, and contact person. Make sure to communicate if there’s anything that needs to be prepared beforehand by the participants.
Tips for different meeting and event types
Kick-offs are all about alignment. Whether it’s a project kickoff, season kickoff, or a kickoff with a new team, the focus is always on ‘aligning’ everyone. Check out our article to learn more: 3 different types of kick-off and get inspired with an example agenda.
2. Strategy Day
Strategy Day is where the most essential discussions about the company’s future strategy take place. Attendees are mid-senior manager-level people, so the day should be planned in detail beforehand⏤almost by the minute. Remember to carefully think about who to include and how long you will need for each item on the agenda. You should also have concrete actions to implement after the strategy day, so do the wrap-up efficiently. See how HUONE organized a global strategy day.
3. Company Party
People are the most valuable asset of any business. Without your team members, no magic happens. Internal company events and parties are a great way to strengthen the team spirit, build trust, and appreciate your team for their hard work. Too often, organizing the internal party ends up on someone’s desk as an extra task, and gets overlooked until the last minute. However, it is worth it to plan properly, the result will prove itself. See our tips for oranizing a company Christmas party!
Pro Tip: After the event remember to follow up! You can ask for feedback and this will help you to be even better prepared next time 😉