Ep. 52 - "Teams, Tension, Trial and Error; AKA, The Art of Working with Others When the Stakes are High" with Sarah Lo

Hi there folks! Creatives Meet Business is an event and podcast series based out of Austin, Texas for artists, creatives, freelancers, and solopreneurs to learn the ropes of entrepreneurship. This episode features Sarah Lo, VP of Professional Services at Red Velvet Events, who joined us in June of 2018 during our roundtable event on Event Planning. She shares ALL about communication: with vendors, team members, and volunteers. If you're looking for insights into communication while the stakes are high, tune in! Notes: 0:00 to 2:02 - Ashland Opening Remarks and Intro of Sarah Lo 2:03 to 3:22 - Introduction of Self and Topic Prior Proper Planning Prevents Painfully Poor Production Proactive versus reactive Mantra is to be preventive 3:22 to 6:45 - Timely and Effective Communication What's the best method for communication for THEM (i.e. email, text, social media) Adjust how you communicate so they hear what you need them to hear Set clear expectations - DON'T make assumptions Spell it all out, don't assume anyone knows what you need them to Re-read your communication to make sure it's streamlined and clear (make sure YOU understand what it says) Send ONE (1) email that summarizes all final decisions Reflect back on the event after its conclusion to make notes, suggestions for future improvement (write down the thought as it happens, during the event!) 6:46 to 9:41 - Volunteers Do you need a volunteer or a hired contractor? Free tools to streamline communication - Volunteer Spot, SignUp Genius, Volunteer SignUp Be mindful about communication with volunteers (expectations, full details) during the planning process Monitor communication and see how and if they respond to measure their engagement Be mindful of the number of volunteers needed, you'll likely need more than you think! Think about the benefits that are most valuable to THEM, not to you the organizer 9:42 to 13:04 - Vendors Can you DIY or do you need a hired vendor? When working with a vendor for the first time - be mindful about a great website (they may just have a great web designer). Pick up the phone or meet in person. Don't make assumptions! Find a vendor that matches your level of expectation Try to get multiple proposals, not just a proposal from one vendor Open up the door for a transparent, honest conversation with your vendor (i.e. level of service you expect and can they deliver) Ask for client testimonials and references (not just testimonials on their website) Note - the person you're communicating with during the planning phase is likely not the on-site contact / representative. Aim to set up phone call with on-site contact. Ask for copy of Certificate of Insurance (do they have a back up plan) 13:05 to 14:04 - Addressing Issues On-Site Versus Waiting If there's an issue on-site during an event, ask yourself if you need to address it in that very moment Is it affecting the attendee experience? If so, do it constructively and not in front of attendees If it's just an opinion and can't be changed on the spot, hold it and wait till after the event 14:09 to 19:04 - Ashland Closing Remarks Volunteer Training and Volunteer Handbooks Run of Show Save reminders in your phone to revisit post-event Like this podcast? Great! A rating and review are so helpful! Stay in touch, email us ([email protected]) or connect with us on social (@createmeetbiz on Instagram and Twitter // Creatives Meet Business on Facebook). Big thanks to Jamal Knox (audio engineer) and Chris James (composer)! If you like what you hear, share the podcast with your friends, and rate and review. To stay in the loop - follow us on Instagram, Twitter, Facebook or subscribe to the newsletter. One more on Event Planning to come, then we shift gears for Attention Management (aka Productivity). Stay tuned! Thanks! Ashland, Creatives Meet Business