CHICAGO — Trade Show Executive got time management hacks from RD Whitney, Chief Community Officer at the Chief Executive Group and Chief Operating Officer at the CFO Leadership Council.
1. What lessons about time management did you learn early-on in your career?
In the events industry, there will always be more to do than could ever get done. Early on in my career, I learned from my mentor to constantly prioritize. Almost on a daily basis, I will review my list and prioritize. This means some things will just not ever get attention — and that’s ok. If you have a great, trusting relationship with your manager, they will be pleased that the right things are getting done.
The other lesson I learned early on is to look at your priorities in a 2×2 matrix. On one axis you have “urgency” and on the other axis you have “strategic importance.” The point is that strategically important tasks often are not urgent —and it’s easy to put them off. However, if you frequently review your priorities and make some reasonable time for strategically important tasks, you will advance your career faster.
2. What unique time management challenges do event professionals experience, and how do you avoid them?
It’s such a trap to try and do everything. Sure, you can skip going to the gym or running, and rush your meals, and cut out your family time, but you are not helping yourself succeed. It’s critically important to find the right balance between work and life. It will make both more successful and enjoyable.
3. What applications or technologies do you use to stay on top of things?
I use a very high-tech device called a “sheet of paper” as a “to do” list. I update it or re-order it daily.
4. What advice would you give a young professional about working during a trade show?
Pace yourself and try to rise above the detail and see the big picture. There is a lot going on during a trade show. The event is the culmination of a year of hard work and effort. Remember that the key to a successful event is if buyers and sellers connect in a meaningful way. Focus on elements that increase this. Avoid distractions (experiential elements) that are more about someone else’s agenda rather than connecting buyers and sellers in a meaningful way.
Related. Time Management Hacks from Sandy Chapin, CEM
5. What does your daily schedule look like?
I advance my “to do” list that I previously mentioned, but it is not rigid. I try to stay open for serendipity, and I sincerely try to be present in discussions — multitasking has never worked for me. I always end up doing two things mediocre rather than one thing fantastic.
6. How far in advance do you plan your schedule, day-to-day?
I sort of look at it like budgeting for a business. I start with a plan (budget) but try to be truly open to changes (dynamic budgeting). Nothing ever goes exactly according to plan, and better outcomes could result from having flexibility. I’ve benefited by being open to that.
7. Has your schedule-building process changed through the years?
Actually, it has stayed pretty consistent over the past three decades. Once I learned best practices from my mentor, I stuck with it.
8. How do you avoid burnout? Do you make sure to include rest time in your schedule?
I run four miles every day and I make it a priority — I block off the time in my schedule. For me, running gives me mental clarity. I’ve frequently come up with solutions to complex challenges on the trail.
9. Is there anything else that you would like to add?
I read Zig Ziglar in high school and have always carried this quote with me: “You can have everything in life you want if you will just help other people get what they want.” The best outcomes in work and life come from win-win scenarios. Help others win, and you will win.
