organization

The Steps to Planning an Event

The Steps to Planning an Event 150 150 Pedrotti's Ranch

There’s no better feeling than crossing something off of your to do list, but as the old saying goes, “Life is a journey, not a destination.” One of my favorite parts of hosting events in San Antonio is seeing an idea on paper brought to life through teamwork and careful planning.

It all starting with planning – Sit your team down and discuss the bare bones of your event. A good start would be to answer the who, what, when, where and why of your event in the planning stage. Don’t think about specifics so much because that part will come later. I recommend using a brainstorming technique where all members of the group contribute ideas. Be sure not to exclude any ideas.

Next thing to think about is logistics. Can the event take place with the time limit and budget given? Logistics is a good time to start crossing off items that require more resources than what are available. During logistics, a team should also think about the number of attendees. (We suggest over-estimating on the amount of guests you have, nothing is worse than running out of food or supplies!)

After the logistics are set, time to organize! Take all of the information you’ve brainstormed and the ideas that have passed the logistics test should be plugged into a timeline. Organizing your event will help ensure you don’t forget anything. After you’ve organized you event, you should know what will be needed for each activity throughout the night.

All that’s left now is to execute the event. This is when all of your careful planning and organizing pays off. Make sure you stick with your plan, keeping your event on time will not only ensure it ends on time, but your guests will appreciate the easy flow of the party. Your job as a host doesn’t end as soon as the party begins. You’re allowed to have fun, but always keep in mind food refills, new guests and the overall energy of your event.

After it’s all over, be sure to look at what worked and what didn’t for the next time you host. We hope that these simple event planning tips will help you to become the host or hostess you’ve always wanted to be!

Finding More Hours in the Day

Finding More Hours in the Day 150 150 Pedrotti's Ranch

It’s daylight savings time again, which means we sprang forward and “lost” an hour.  The good news is that we get extra daylight at the end of the day, but mornings can be tough if you don’t like getting up when it’s still dark.

Like many people, I find myself wondering where the time “goes” every day.  But, whenever I think that I don’t have enough hours in the day to get everything done, I remember a great quote I read in H. Jackson Brown’s “Life’s Little Instruction Book”:

“Don’t say you don’t have enough time. You have exactly the same number of hours per day that were given to Helen Keller, Pasteur, Michelangelo, Mother Teresa, Leonardo da Vinci, Thomas Jefferson, and Albert Einstein.”

No pressure there. What it really comes down to is what we do with the time in our day – it’s about quality, not quantity. So, how do we make the best use of time?

Here are a few thoughts:

1.      Plan your work and work your plan.

2.      Make lists – and use them. It’s gratifying to “cross off” completed tasks.

3.      Break larger tasks into smaller pieces.

4.      Ask for help if you need it.

5.      Make technology your servant – not the other way around. In other words – unplug!!

Take breaks to enjoy time with family and friends – and to recharge your battery.  And, remember, come next fall, you’ll get an hour back!

Spring Cleaning

Spring Cleaning 150 150 Pedrotti's Ranch

The clocks are about to spring forward, baseball is back, and temperatures are rising – all signs that spring has arrived.  Spring is also the time when you get the dead leaves out of your yard and gutters, trim dead branches from the trees and pull out the t-shirts and shorts from the back of the closet.

Spring cleaning may seem like a chore, but there’s just something that feels good about getting rid of the clutter and simplifying your life.  In addition to parting with the clothes you haven’t worn in over a year, books you haven’t read or “stuff” that just gathers dust, you can “prune” your life.

Why not think of doing the following?

  • Purge e-mail and computer files both at home and at the office.
  • At home, make it a family affair – get everyone in the house involved in purging and cleaning their stuff and make a family trip to a local charity donation station.
  • At work, take a day to purge the paper files. Keep two years’ worth of documentation in your office; send the rest to be scanned or shredded.
  • Focus on what’s important; eliminate unnecessary activities from your schedule.

Happy Cleaning!

The 2011 Blueprint: Organizing Your Objectives

The 2011 Blueprint: Organizing Your Objectives 150 150 Pedrotti's Ranch

The beginning of the year brings forth a spirit of plans, goals and strategies. Organization is the first key to aligning yourself and your work with the year ahead. Organizing can be simply defined as managing processes that provide structure and composition for following your plans and meeting your goals.

Organization makes the way smoother for seamless operation and success of a business. The things to remember, whether you are organizing your personal or professional life are objectives, tactics and execution. Make a blueprint, develop creative ideas, and go for it!

Objectives

In order to determine your objectives, you must set goals for yourself. Ensure that they are measurable and feasible. Set your sights high, but don’t set them so high that there is no way you will meet them. It is useful to classify overall objectives into immediate, short-term and long-term objectives. Figure out what you need to do first, then what you need to do in the next three months, and finally, what you must accomplish within the year to achieve your goals.

Organize this data – chronologically and by necessity. Write it down, type it up – make it very clear to your team, staff or family that these are the objectives that need to be met. Review your objectives on a regular basis to make sure everyone stays on target. Read them aloud and make sure each person working to achieve those goals with you has them nearby at all times. Keeping objectives in mind allows you to always make sure your eye is on the prize.

Tactics

Devise tactics that will work as the plan to meet your objectives. Be willing to review them on a consistent basis. If they aren’t working, DON’T BE AFRAID to change them. Change, especially with tactics, is a good thing, particularly if it puts you on a better track to success.

Assign these tactics to the individuals that best inhibit the potential and talents to use them. And coach your team on the tactical process. Don’t just throw the tactics out there – brainstorm, discuss and understand the processes before saying, “Go!”

Execution

Be sure you have the plans and back-up plans set in place before you execute. Two of the most important things in regard to execution are preparation and motivation. Think of it regard to sports – your team must have the game plan and be prepared for the opponent. They must also be motivated to play hard and do what it takes to win. Employ your staff to work as a team, use each other’s talents and play with an inspiration that will lead them to be the best.

As William Foster once said, “Quality is never an accident; it is always the result of high intention, sincere effort, intelligent direction and skillful execution; it represents the wise choice of many alternatives.”

Here’s to organizing 2011 and reaching the goals that are laid out ahead of you!

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