a sign of the times

The Art of Collaboration

Summer 2011

Peter Shelly, Executive Vice President, HelmsBriscoe
pshelly@helmsbriscoe.com

COLLABORATION IS DEFINED as “working jointly with others or together especially in an intellectual endeavor.” In the meetings industry, and in my personal experience, there is no substitute for effective collaboration when planning a meeting.

As Executive VP at HelmsBriscoe one of my roles is to serve as Conference Chairperson for our Annual Business Conference, also known as the HB ABC. In this role I am in charge of the planning and execution of our largest conference and Partner Fair of the year – no easy feat!

I work with a variety of hotel partners, our headquarter hotel, CVB’s and numerous suppliers on the coordination and execution of this four day event. We seek input from all involved to ensure we are not only meeting, but exceeding expectations and driving attendance to the conference from both our partners as well as our Associates.

This past January we brought together 1,750 attendees from 32 countries to Washington, D.C., for our 2011 HB ABC in celebration of our 19th business year. With a jam packed agenda filled with business and social events, a two day Partner Fair and educational programs that were motivational yet entertaining, effective collaboration from all those involved was crucial to the overall success of the meeting.

While the saying goes, “two heads are better than one,” I know from experience that things can get tricky when there are over 25 different “heads” involved. Here’s a few key things to remember:

Communication. As with any successful meeting, communication between the team members is key. Make sure the individuals you are seeking involvement from or collaborating with are always kept up to date on pertinent information. Keep in constant communication and ensure it is relevant to their responsibilities.

Clearly define expectations. Effectively managing multiple contributors can be a challenge, so make sure all those engaged are aware of the scope of their involvement. Be clear up front what is expected of them and their defined role in the process.

Honesty. Honesty is the best policy, need I say more?

Respect. This is probably the most important thing to keep in mind simply because there needs to be mutual respect. While it is important the individuals involved respect you and your wishes, you must also have the same level of respect of them and their expectations.

Shared understanding of the ultimate goal. Ensure all involved have a complete understanding on the desired end result, the ultimate goal. Share with them what you define as success and encourage all involved to work together to achieve it!    

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