Structure Your Follow Up Meeting
One of the biggest mistakes Open Studio participants can make is forgetting to do a follow-up meeting after events. It’s essential if you want to level up both your own and your team’s skills since this is the time you can use to discover process improvements and boost morale after a hard year of organizing.
Follow-up is essential if you are going to close the planning cycle at the end of the year.
Let’s talk about what to do during your follow-up meetings and how to organize them to get the greatest impact.
| STEPS | DETAILS |
|---|---|
| Set a specific date and location. |
Treat the meeting like an event and add it to the plan for the event. The meeting should be done immediately after the event, if at all possible, so you can capture everyone’s experience while it’s still fresh. |
| Only invite who needs to attend. | Not everyone needs to be at the follow-up but don’t forget to invite key stakeholders including all the artists. For small events, the entire team probably needs to be part of it. For larger ones, you can limit it to leaders, managers and decision-makers. |
| Have an agenda. | Like any meeting set an agenda and stick to it. Everyone might be exhausted and having a strict timeline to follow makes the most out of everyone’s time. Also, make sure to send this agenda to everyone as early as possible and assign a facilitator who can move things along so you don’t get stuck. |
| Set the next steps. | The meeting needs to produce some output so make sure everyone knows what they need to do next as a result of their learnings. Remember to document what each person needs to do next in preparation for the next event. These are ACTION POINTS. |
| Recap and celebrate. | After summarizing the meeting, it’s important to also use this time to celebrate since everyone’s earned it! Host the meeting at a relaxing getaway and make it part of the agenda to have some leisurely activities that your team enjoys doing. |
Open Studio must make sure to follow up with all stakeholders after their events to find out how they felt about the event.
Talk about what they liked, what they didn’t like and what they feel might need improvement for next year.
Do this to keep happy artists and collectors; thereby constantly improving the quality of your events.
End.
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