Meeting Planner Careers

The life of a meeting planner is fast-paced and hectic, and there always seem to be a million things to order, reserve, follow up on, confirm or plan on a daily basis. With a full schedule and a mile-long to-do list, planners can easily find that their mind is constantly racing ahead to the next task – and the one after that – making it difficult to remain focused on the task at hand. When they are meeting with one client, they suddenly find themselves thinking about the caterer they need to call that afternoon or coming up with venue ideas for a coming event, while the client sitting in front of them is trying to explain the type of event they need them to plan.

While it can be difficult to train yourself to focus on the present, it is incredibly important that you do. When you allow your mind to wander while completing tasks, you can easily miss something or have to go back and double-check your list to make sure you did not forget something while your mind was wandering. At best, this wastes time. At worst, it results in missing things that will later cost you money or, possibly, your reputation. The same goes for client meetings: When you do not stay focused when meeting with a client, you are bound to miss important details, and the last thing you want to do is have to call your client to ask them about information they already gave you face-to-face.

To help you focus on the task at hand, keep a to-do list nearby where you can jot down a quick note or reminder. This will allow you to comfortably continue with your current task without worrying about remembering what you need to do next.

A great meeting planner is an exceptional listener. Developing good listening skills can be hard work, especially when so much of the work takes place over the telephone or through emails. Do you spend a good portion of your time thinking about how you are going to respond to client’s queries as he is talking? If you do, you’re likely to miss something important. Clients are often anxious about their budgets and their public reputations, especially if they are asking for help planning incentive travel.

It’s common to jot down notes when speaking with a client over the phone. It can be helpful to mirror back to the client what you understood him to say. This can help him clarify exactly what he means, which may not be what he said at all.

Listen optimistically. Don’t shoot down his ideas immediately even if you know what he wants can’t be done. It could be possible to amend his ideas or build on them to the satisfaction of both parties.

The ability to stay positive during an economic downturn inspires confidence in your client. That doesn’t mean you promise him the world when you know all you can reasonably deliver is the Jersey shore. It just means committing yourself to the project enthusiastically.

Careers are made or broken on the backs of return customers. The recession has some impact on just when clients return, but your skills as a meeting planner will determine if they remember you name as the economy returns to normal.

Building customer loyalty is tough. You can’t depend on charm and one good experience. The client needs to feel valued as an individual. It’s important to keep good records and create a client profile. Did you book a cruise for the client’s wedding anniversary? Keep that date in mind. If he booked a family vacation, make a note of his children’s names and ask about them when he calls the second time.

If something went awry with the business meeting, note that in the files. Jot down solutions that will prevent the problem in the future. Was the trip or conference a good experience for your client? Make notes during your follow up call. You are making a follow up call after the conference, aren’t you?

Responding to feedback and personalizing your services makes planning future event easier and lets your clients know that you appreciate their business. A difficult client will often respond positively when they know you doing your best on their behalf. Return customers are money in the bank.