Managing down-time away from the office helps planners maximize their productivity while on the road.
From long airport waits to delayed conference meetings and last minute cancellations, lost time away from the office can rob planners’ productivity and add to the everyday stress of travel.
Savvy planners anticipate extra down time they’ll encounter on the road and are armed in advance to make the most of it. Here are some of our best productivity tips for negating the wait from road warriors who capitalize on otherwise wasted moments, turning them into extra productive task-busters.
Low tech, lasting impression
Marti Fox, president of Global Goals Inc., a convention, meeting, and community service event planning firm based in Dallas, TX never takes to the road without a supply of pre-stamped thank you notes with return address labels.
“I find there are many people I encounter where sending a handwritten thank you note is a great follow up opportunity to make a lasting impression,” said Fox. “It may be expressing gratitude for someone sharing an idea or their time with me or extending a courtesy. I find if I don’t write them quickly after an interaction, they can get lost in the shuffle. Downtime on the road is a great opportunity to get these done.”
Productivity enhancing apps
An ever expanding universe of apps is helping planners bring their office on the road and allow for transactions that once required ready access to fax machines, scanners, and copiers.
“DocuSign is app I have on my phone that saves me a ton of time when I’m away from the office,” said Candice Langston, principal with Solid, a communication and engagement agency. “It allows me to sign and send documents legally. I’ve even signed and sent documents from my car. TurboScan is another fantastic productivity tool. You can take pictures of documents and turn them into PDFs. You don’t need a scanner or fax machine.”
Time to strategize
Langston’s business partner and Solid co-founder, Tracy Russ, said he uses travel down time such as flight delays or time between events to strategize and make future plans.
“Sometimes it is so hectic around the office, it can be difficult to brainstorm and strategize about new or upcoming business,” said Russ whose event planning resume includes work for the World Wildlife Federation and the 2012 Democratic National Convention. “Recently during a flight delay, Candice and I took advantage of the time away from the office to plan and discuss important issues we don’t always have time to talk about. It allowed for a concerted strategic discussion and we came away with actionable items for when we got back home.”
Finding WiFi
With internet access so critical for conducting business 24/7, finding reliable WiFi on the road is a must.
Desiree Kane, an independent meeting planner and organizer for clients including Netroots Nation and the Society for Environmental Journalists, takes advantage of the user-populated app Foursquare to help her find good WiFi in unfamiliar territory.
“Before I get to a new location, I search Foursquare for that location using “Good WiFi” as my search parameters,” said Kane, who is on the road 60 percent of her year. I learn from other people’s tips about the best coffee shops and other good sources I wouldn’t necessarily be aware of.”
Portable Power
Planning ahead for the inevitable battery drain from needed electronics is a strategy that serves road weary meeting planners well.
Portable mobile power stations that provide power and charge multiple electronic devices are available for less than $25.
Don’t leave home without one.
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