ORGANIZING EVENTS ACROSS GLOBAL OFFICES By Edgard

International business developments have increased the need for global

communications and event organization. The tools most often used are VOIP (Voice

Over Internet Protocol), email and the telephone. While these tools are great to keep

people connected, it is still difficult to organize an event. There is a lot more planning

and logistics needed when planning an international event.

In 2012, I was tasked with leading Celergo’s Core Values group and remaining a

member in 2013. The Core Values group is a team of Celergo employees who promote

the mission and values of the company. Celergo values are Passion, Integrity, Dignity,

Respect, Teamwork, Global Diversity, Entrepreneurialism and Work-Life Balance. Being

a part of the team was a great honor, but also presented many challenges. While I had

the standard tools listed above to organize and communicate events to the team, it was

a challenge to get the events finalized. In order for these events to rollout without

issues, our team would have meetings every month to discuss potential events, and

collaborated closely to ensure every detail is covered.

Celergo currently has three offices located in Budapest, Singapore and

Chicago. Organizing an event across all offices would be difficult for even the savvy

planner. Therefore, I came up with a plan of action on how to organize events as

follows:

1. What is known in your office might, not be known in foreign offices. To

address this challenge, have a lead in every office. While this may be an

obvious step, it can be overlooked if you use a centralized approach to

planning. Having a lead allows you to have eyes in every office, while also

allowing these offices to form their own teams that report to your lead directly.

2. What you think you said might not be what others heard. Make sure your

communication is direct and understood. This goes back to simple

Communications 101. If you have a plan of action, make sure that it is

understood and taken to heart by all offices. You may need to have multiple

calls to make sure the message is fully understood and can be executed by

the leads.

3. What is feasible in your office may not be feasible in every location. Whether

this is a pizza party, an ice cream social, or a karaoke event, you need to be

aware that not every office might have access to the same amenities or

resources. I have found this to be the biggest challenge that comes into play.

You will often need to modify an event for it to be well received in other

offices. This is where your remote leads can be very helpful in explaining the

available resources office interests ensuring that all employees have a great

time.

4. Be flexible with other offices. If you are leading a global event, you need to be

flexible with your schedule. Being a lead means that you will be going above

and beyond what is asked of you. That may mean that sometimes you will be

up late or early to have a call with your global team. At the end of the day, the

success of your events falls on you.

There are many other steps to be taken to ensure proper event coordination, but above

four points were what I kept in mind when leading a global event. Therefore, take note

and consider the ideas above, and anyone can shine leading a global team through that

wonderful wine and cheese party or amazing charity event.

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