Roasted Reflections

Online Event Management

Live event management is a handful. Virtual events should also be well thought out. How can we create a memorable experience when everyone is participating online? Let’s teleport into this topic together.

First, consider what must be accomplished. What cannot be achieved without this time together? Determine how long the virtual experience should last. It’s usually less than you think. Next, line up the right technologies to ensure it fits the needs of your virtual experience. As tech is selected, use security tactics to avoid unwanted distractions. With objectives and logistics in place, it’s time to flesh out the experience.

While our connected era has unlocked the next level of efficiency with these virtual interactions, a drawback to online gatherings is the lack of time before and after a meeting. This means there’s less serendipitous interplay. Stay efficient, but it may be wise to weave in random value through manufactured moments that still feel natural for participants.

As attendees arrive, use your opening remarks to set the tone. Generate cohesion with jolts of genuine energy as any rules of engagement are quickly confirmed. If there’s a meeting agenda, run through that and connect it with meeting goals so attendees know what to expect.

After a welcoming attendees with a concise, energizing, and clarifying introduction, have fun unpacking the primary discussion. Stay on task and try to avoid distractions, but leave time for interactive dialogue. With less open dialogue due to the limitations of a virtual experience, this is one way to create space for those manufactured moments of serendipity. These conversational buffers help to avoid having the loudest voice be the only one that’s heard and invites an inclusive environment with deliberate space for everyone to participate.

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The term “hybrid” is hard to define. There’s value in weaving tech into in-person events so that others are able to virtually feel the experience. There’s also value in keeping things simple so the focus remains on your attendee’s engagement. Experiment with what works for you, but one interesting combination is to go all-in with live events, and then add strategic online events into the mix. This avoids fragmented coordination, eliminates the hollowness of virtual content within an in-person experience, and creates ease for organizers who benefit from both types of environments.

As you bring your online events together, you want interactivity so it’s not talking heads with attendees pretending to listen. Do this by including icebreakers, musical moments, pop-up polls, breakout discussions, scavenger hunts, doodling exercises, physical activities, and scheduled breaks. Encourage note taking and grab screenshots as artifacts to share later. Leave time for questions before wrapping things up.

As you bring things to a close, it’s important everyone feels a sense of accomplishment. If ramblings drag on before the meeting abruptly cuts off, people will leave feeling empty. Keep the virtual energy juicy, review key takeaways, and encourage action to tie a bow on the efficiency of all your online events.

By Ben McDougal, ago

Live Event Management

There’s something exhilarating about bringing people together to enjoy an experience you built. Anyone can bring a few friends together. Creating an environment for the public to connect requires more attention.

Controlling the chaos of an event is easier with solid planning beforehand. First-time events are always the hardest, but every event has unknowns. The more thought put in before people arrive, the smoother your attendees’ experience will be.

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I’ve developed and managed countless events throughout North America. More tips and tactics, as well as, insight from my own experience is layered into the Event Management section of YDNTB.

Basic details include the venue, time, and guest list. Who’s the audience? Based on those you want to attend, how can the venue support the right vibe and is it accessible? How will transportation and parking work? Looking at community calendars, will your event compete with other related events?

With basic event details in place, how can you promote this event so people you want to attend notice it? Will a website be needed or is social media enough? Is it free to attend or will there be a cost? If it’s free, how will you cover costs? Speaking of costs, how could sponsorships work? What’s the plan for food and drinks? Is there a registration process? If not, will you still be able to gather attendee data? Is security staff needed?

Think about your own goals for the event and how you want attendees to feel when they leave. Beyond the basics, what’s the agenda look like? Will there be any sort of programming? What about special speakers? As the host, if you plan to say a few words, what are the key points you want to make? Are activities planned or is casual conversation enough to keep everyone engaged? Will you be able to capture enough media while still managing the event? If not, does it make sense to hire someone to capture photos and video to use later? Can you rally attendees by connecting them on social media before, during, and after the event? Could showcasing live social media activity boost awareness for those unable to attend? Where’s a good place to send everyone interested in the after-party?

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Stay tuned! Next week we’ll shift focus to online events.

One common mistake is assuming an event is over when the last guest has left. Detailed planning leads to smooth events. Concerted efforts to commemorate events lead to future opportunities. Finish strong with thank-you notes, tagged photos, video highlights, recap articles, and follow-up conversations.

Event management is challenging and stressful, but super energizing. The more you bring people together, the more effective you’ll become. As the basics become second nature, it’s easier to get more creative. This leads to larger crowds, more memorable experiences, and longer-lasting engagement. Like everything, the more you practice, the better you get.

By Ben McDougal, ago

Airport Foot Massage

I’m not a huge fan of scripted ice breakers, but one that caught my attention, invites people to share something that others in the group may not know about you.

There are many ways to approach such a prompt, but a fun response I once threw in the mix, was my unassuming indulgence of foot massages in airports. There’s something luxurious about having your tired feet rubbed while endless strangers pass by, lol! Along with a very public layer of mental relation, the tightness of your body is basically fixed after a conference, golfcation, snowboarding, or any time you had fun while being away on travel.

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Now that you’re smiling, and also secretly planning to try this next time you fly, follow along to reflect on how we approach our endless transitions.

The thought of “transition” came to mind when a recent airport masseuse was melting my feet into mashed potatoes. The subtle tension of this mini moment arrived as the artisan prepared to switch from one foot to the next. There was an undercurrent of disappointment in that one foot’s rub was coming to end, yet this feeling disappeared when the next foot received its first touch of attention. This is quite a stretch, haha, but this tiny transition made me want to explore these kaleidoscopic moments.

Unconscious transitions are constantly happening all around us, yet some transitions bring forth extra weight or take more time than expected. The path for a smooth transition will be different for every situation, but here’s one tactic to try as you navigate your next transition: Acknowledge the past, then use the present to concentrate energy toward what’s next.

This seems obvious, but such centering can be challenging, as the ego often tries to pull us back to what we may be leaving behind. To surpass these ornery moments, take immediate action toward your forthcoming future.

For example, I think back to when we were first building the Regional Rep role for 1 Million Cups. I remember how hard it was transitioning out of my role as a lead 1MC organizer within the local startup community I care so much about. I had loved organizing 1MC in Des Moines for so many years, and every Wednesday morning felt like a ritual that never got old. As I transitioned into my expanded responsibility, whenever a sense of lose or thoughts of “what if” arose, I took abrupt action. Instead of dwelling on the comfort of what I was stepping away from, I twisted toward my own next. In these moments of uncertainty, I left a sense of lose behind by brewing new connections with more 1MC organizers I was excited to support/connect in the new Regional Rep role. This progressive action helped build relationships and a lot of constructive momentum. Over time, what first felt transitional, soon became my practice. This clarified my new role while also providing space to evolve for the new 1MC organizing team in Des Moines.

Wow. That was over four years ago! I’ll always be a 1MC organizer in Des Moines, but that progressive action helped me move forward and released personal bandwidth needed to help build my new role with the Kauffman Foundation. Fast forward to now. I’m still an active 1MC attendee here in Iowa, but I’m also blessed to collaborate with hundreds of remarkable community builders, ecosystem builders, and 1MC organizers throughout all 12 states that make up @1MCMidwest. Even more, after years of complex work with 1MCHQ and the other four Regional Reps, #1MCNation is now more aligned and supported within it’s connected era. As with most ventures, there will always be more to do and everything will continue to evolve, but it’s such a gift knowing so many lifelong friends are enjoying coffee every Wednesday morning, in over a hundred 1MC communities nationwide.

Hopefully the lighthearted ice breaker, followed by that oddly connected reflection, inspires you to stay energized as you grow from within your next transition.

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To celebrate Valentine’s Day, here’s a telepathic gift. Think back to when you enjoyed a relaxing massage, yoga, workout, or meditation. Alright, in that peaceful state of mind, close your eyes and enjoy five deep breaths. Ahhh…alright, get back to building.

By Ben McDougal, ago

First in Line

There’s something special about being first in line.

Being up front means you’re committed. You’ve made a sacrifice to ensure you experience something you care about in style. Conquering the unknowns to secure this coveted spot has required effort, but a sense of pride materializes when everything goes to plan.

When we think about being first through the lens of innovation, first in line is not such a desired position.

Being first gives entrepreneurs a chance to take an early lead, but early leaders don’t always win in the end. The headwind is strongest when you’re in front.

When you’re creating something new, enthusiasm from early adopters is often met with pernicious friction. One common source of friction is the time spent educating a prevailing market. This protracted process wears on even the most resilient and exhausts resources every step of the way. Along with frictions that come with being first, with fewer clues from the past it’s harder to avoid potential pitfalls as well.

There’s value in a head start, but the early market leader often falls behind the innovation curve. Never hesitate to forge into the unknown, but remember that when you lead, others will always be chasing you.

If you’re building in front, stay ahead with humility, a challenge network that invites you to be wrong by avoiding groupthink, a genuine desire to accelerate others, and interactive leadership that allows intrapreneurs to stay wild.

If you’re the one chasing, which is far more common, you’ll need to flex a bit of founder-market fit to find product-market fit, but it’s nice knowing there’s an existing path with potentially more opportunities to champion change in a known industry.

Alright, now think bigger. How might we avoid the wait? The front of any line may be a traditional way of getting ahead, but this requires time with no guarantees. You’re still relying on someone else to let you in as well. If this activity is something you really enjoy, be conscious of how business can sometimes kill your passion but know there’s usually a way to be less of a spectator by getting more involved.

One way to do this is by combining your creative skills and an entrepreneurial spirit to wedge yourself into the experience itself. This requires initiative, but volunteering, building into a side hustle, or using content creation skills can quickly become your ticket to skip the line all together.

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A love for friends, craft beer, and technology is what led to FliteBrite. Along with a patented electronic serving system, our beer festival app is a tasty example of how we now skip past lines like this. Cheers!

By Ben McDougal, ago

Ship It

We are all artists. No matter what you create, there’s a distinction between creating art and shipping it.

Seth Godin teaches us to go beyond the status quo by creating remarkable art. As leaders cultivate a creative practice, Godin also suggests that if we don’t ship our art (i.e. send it into the world), the effort is self-limited. There’s value to creating more than we consume, but art creates connection. If what you construct is not shipped, there is no connection, and therefore, Seth Godin says it’s not art.

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Does (re)defining art change how you think about your own contributions?

What is your art? Entrepreneurs, intrapreneurs, side hustlers, students, and community builders who are willing to ship, fuel positive change with their art.

Unfortunately, the ego fears external evaluation. This fear is compounded when progress feels slow, which is part of the dance. As apprehension calcifies over time, it’s hard to resist the temptation of hiding our thoughts, emotions, and activities within the safety of solitude.

Creating art to enjoy by yourself can build real skills and provide internal layers of sentimental value, but to go beyond the status quo, push past the fear of feedback. No need to waste time shouting just to make noise, but know that we need you to ship the art.

This encouragement is not an excuse to rush into bad ideas, ship something that hasn’t received proper attention, or not deliver on a promise. It is, however, a friendly reminder that pursuing perfection can devolve into an enemy of progress.

We’ve all heard inspiration like that before but listen to those you admire. Perfection is rarely required when all you need is enough success to continue creating art. Let such liberation fuel confidence. Translate expanding confidence into fresh curiosity. Augment this curiosity with creative action. Rinse and be isochronal in your creative practice.

As belief in oneself grows, one interesting hesitation is disguised by good intention. We tell ourselves it’s not wise to be too self-serving. This is virtuous, but sometimes endless humility makes silence feel safe. As we protect ourselves by staying quiet, a self-limiting restraint develops. For example, many find a journal to be therapeutic but are quick to dismiss sharing these beautifully raw writings with others. It’s good to internalize thought, but as you learn more about yourself through writing, even if it’s only for those you love, know your art can only connect when it ships.

Ready to ship your art? Double-click on your superpowers and the people you care about. Pouring a hint of discipline over what you’re best at and who you seek to serve will provide genuine value over time. Experiment with small actions, and as this develops into a practice, expand the connected nature of your creativity. As your art connects with those who care, find a cadence that allows you to be consistent. A daily blog? A weekly podcast? The monthly newsletter? An annual event? One size does not fit all, and the right tempo depends on the art you’re planning to ship. To find a signal, consider your personal bandwidth and the target audience. Talk with others and take action, then tweak timing to find the right rhythm.

If you’re shipping art, I’d love to hear what makes it stand out and how you remain consistent.

Perhaps there is a renewed desire to connect more of your intelligence? As you take action, know that your contributions matter. Even when the immediate impact is undetectable, thank you for being courageous enough to ship it.

By Ben McDougal, ago