Given that we know how many different balls you have to keep in the air, is it even possible to stop feeling overwhelmed when it comes to managing your tradeshow program?
That depends on how you personally deal with things that can come at you like a full-on firehose – we all deal with things a little differently – but let’s explore a few ways that might assist with your state of feeling overwhelmed.
- Plan your day. I don’t do that as often as I should, but when I create a list of todos prior to the start of the day – even the night before – I move through that list with ease and confidence. By taking some quiet time before the day really kicks into high crazy gear, you’ll have a much better handle on the tasks at hand.
- Prioritize. Yes, we get pulled every which way by calls, emails, bosses, meetings, customers and clients and more. This can definitely add stress to your day. Priorities should be made weeks or months ahead of time so that you know your overall, important goals, and use them as a template to figure out your daily priorities.
- Use technology to your advantage. Today’s technology gives us more flexibility than any of our forebears, but only if you use it correctly. Embrace the use of technology and use it where it makes sense (working from home or remotely, anyone?), and avoid getting sucked into another 30 minutes of social media bait-and-response.
Work it out in chunks.Often tradeshow projects come at us in big chunks. Lots of shows, little time between some of them, major and minor changes that need to be addressed. And so on. Carve out the easiest chunk, do that, carve out another chunk, tackle that, and keep going with that idea of parceling out the various bits and pieces instead of getting overwhelmed by the big picture and looming deadlines.
- Know the real deadlines. Tradeshows are closer than they appear in the calendar. The best way to not get overwhelmed by approaching deadlines is to complete a lot of tasks before you ever really need to. For example, one client I work with wants to upgrade their booth in a pretty major way for next year’s show. We could wait another six months to get started, and still have plenty of time. But we ended up scheduling the first planning meeting a mere two months after the show – ten months ahead of the upgrade’s debut – and will likely have it done months ahead of time. No sweat and everyone’s happy.
- Delegate. How much do you really need to do yourself vs. how much to you pass on to someone else? Certain tasks can easily be passed on to someone else. Just make sure you’re not adding to their state of being overwhelmed!
- Write it down. Some people work better with to-do lists in front of them. If that means you, writing things down will give you a visual reminder of what you’ve accomplished and what you have left to do today.
- Clear and concise communication. Whether you’re meeting in person, speaking on the phone, or communicating via email, be as clear and concise as you’re able. Before clicking “send,” read and re-read the email. Take out unnecessary words, edit like a high school English teacher, and then click. Before speaking, know what you’re going to say. Most of us spend time NOT listening but preparing to respond. If you paid more attention to what someone is really saying – and what they really mean – your response will be more thoughtful. And probably less knee-jerk.
What can you do to keep from being overwhelmed in your day to day tradeshow adventures?