Using Time Wisely

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Back-to-School Night: Keeping it Simple

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Photograph Credit: Flickr (Estelle Broyer)

Marked by new school supplies, books, and information packets, our Back-to-School Night was a success. Besides gaining new information, meeting the teacher(s), and dropping off our supplies, the participants enjoyed a time of fellowship.

The refreshments consisted of sweet breads and a beverage station. The loaves of bread were sliced and placed on individual platters with name cards identifying the type of bread. The center table was simply decorated with a flower bouquet center piece. A separate table with gluten-free and sugar-free options was set to the side of the hallway.

By keeping the food choices simple, all participants enjoyed a time of meeting and greeting new and existing friends. This arrangement worked beautifully for a back-to-school night. I would also consider serving sweet breads for a reception, after-dinner meeting, and part of a brunch menu. In planning events, you can have a successful activity by keeping it simple.

Question: What is your favorite sweet bread? Please add your answer to the comments.

Event Planning: Cutting your Losses

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Photograph CrediT: Flickr

After a busy spring and bustling summer, I thought fall would be smooth sailing now that the school routine is in place. Once again, I was wrong. I am coming to the conclusion that the slower pace with preschool-age children and toddlers is behind me.

Each season is different with the activities and responsibilities. By preparing myself for this season of busyness, I am learning to declutter my activity schedule to keep it manageable and organized by cutting my losses.

Planned Activities

As activity leaders for our Sunday school class, Paul and I are quickly learning that we are not the only ones in a busy stage. The lower attendance at our planned events indicates busy schedules for all. In an effort to assist our members with great family adventures that meet their needs, we find it necessary to periodically cancel an activity.

Canceling Activities

Having 3-4 gatherings a month can be too frequent. Though it would be nice to have more, Paul and I spend a lot of time preparing, scheduling, and running these activities. Knowing our limitations, we sometimes choose to cut our losses and cancel good events that may work better in a slower month. Again, the slower months are few and far between, but the start of the school year has proved to be filled with plenty activity.

Rescheduling Activities

Whether you are attempting to schedule a dinner party, play group, or afternoon at the park, don’t be discouraged if your request gets declined. Try not to take it personally. You are not being rejected. The offer is getting rejected. If schedules do not permit gathering now, then try again in the winter or spring. All families have busy seasons and by cutting your losses on some events will free up time and energy for other activities.

By cutting our losses when an activity does not materialize, I am using time wisely on my other responsibilities and priorities. In your season of busyness, take heart, declutter your activities, cut your losses, and use your time wisely while focusing on your priorities. Happy planning!

Event Planning: Changing my Focus

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Photograph Credit: Flickr (Craig Jewell)

In My Upcoming 2011-2012 Events‘ post, I shared my involvement with the Kid’s Zone for our Fall Festival. Preparations are underway with the event occurring in about 3 weeks. Yikes!

As I continued working through the details, I got distracted. In making a list of all the vendors, I discovered that I also needed a supply list. As I began another list of the supplies, I realized that I needed a map to know how far away the vendors will be from the power source for extension cords, mats, etc.

By this time I had worked for about 10 minutes without finishing one list. I was no closer to a solution than when I began. Does this happen to you? My brain wanted to plan all the details, but I had no framework for those details.

I. had. to. STOP!

Before getting overwhelmed and quitting, I needed to be using time wisely by changing my focus.

Develop a Framework

Before mastering the details, I needed a framework. Therefore, I went back to my initial list of vendors and finished it. Knowing all the vendors that needed to fit in that space, I sketched an initial map. This rough draft helps me see the big picture when adjustments are needed.

Consider the Sections

With the big picture in place and a tentative map, I then considered which vendors needed power. Identifying where the power sources would be and pairing vendors together, I assigned vendors to sections of the framework.  Working through the different options within my framework keeps my momentum going with forward progress.

TIP: When I am brainstorming, I keep all my sketches. If a plan changes, I can go back to tweak a former sketch. Only when the plan is set will I discard my less-than-stellar sketches.

Work on the details

With a tentative map and sections determined, I concentrated on the details. Returning to the supply list, I then addressed where trash cans needed to be placed, the number of extension cords needed, etc.

By refocusing my scattered brain, that was working miles ahead of where I needed to start, I developed a framework, considered the sections, and worked on the details. In using time wisely, I accomplished the task at hand without frustration once I set a plan. As you can see from this example, I get overwhelmed. But by organizing my thoughts and writing down the ideas and options, I can accomplish much while using time wisely.

Question: What do you do to refocus when you get overwhelmed? Please let me know that I’m not the only one who struggles here. 🙂 Feel free to add your comments and suggestions.

Events: Responding to an R.S.V.P.

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Photograph Credit: Advanced Etiquette

Growing up in a home where my mom loved to plan themed gatherings, I quickly learned the art of responding to an R.S.V.P. Without an accurate head count, the hostess is left guessing or calling invitees to determine their attendance.

Having to call guests can be a huge time taker. Instead of creating an inviting space and preparing the menu selections, the hostess is reaching out to inconsiderate guests who have not responded.

Though I know some may be waiting on other plans, the majority of those guests, who did not respond, simply forgot. The R.S.V.P. was not important to them, or they do not understand the reason or the etiquette associated with an R.S.V.P.

As I read through the posts of my favorite blogs this week in my Google Reader (of course), I loved Syndi Seid’s Responding to Event Invitations post. With specific examples of when and how to respond to an R.S.V.P., this post provides guidance for what is acceptable.

In using time wisely, I am sensitive to my time constraints as well as those around me. By sending an R.S.V.P., I respect the hostess as she continues using time wisely to prepare for her guests’ arrival.  With Syndi’s relevant scenarios, you and I can respond appropriately to an R.S.V.P. without receiving that follow-up phone call.

Question: How quickly do you R.S.V.P. to an event? Please add your answer to the comments.

Inspiration: Halloween Party Ideas – Part 1

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Photograph Credit: Flickr (Matthew P.)

Are you planning a Halloween Party this year? For the last two or three years, our family has hosted a non-scary Halloween party with friends. With a busy scheduled this year, I am still debating whether or not we will host this year.

If you are interested in hosting a gathering but have no idea where to start, let me help. In scanning the posts from my favorite blogs through my Google Reader, I came across a great article written by Joanie from thekrazycouponlady.com: Halloween Party Ideas: Plan your Spooky Party for Under $50. She gives you a list of supplies for the food and decorations. Oh, the spider cakes look like lots of fun and simple for little ones to create.

Though I am not currently planning a Halloween party, I enjoy keeping event notes and gaining inspiration in case my schedule frees up to plan a Halloween Bash. In using time wisely, I keep watching for inspiration since I might need one of these ideas soon. Happy planning!

Question: Are you having a Halloween party this year? If so, what are you planning? Please inspire us and add your answer to the comments.