You shouldn’t have to plan a family reunion (or wedding) all alone. Here are 10 tips for delegating with panache, keeping your finger on the pulse, and stepping aside for others to share the planning responsibilities.
Since weddings often turn into family reunions, many of these planning principles will also work for brides and grooms.
Tip 1: Make a checklist. Create a checklist of everything that needs to get done including deadlines and who is responsible for given tasks. Check this list often. As you get closer to the event, be sure to confirm the details with your service providers.
Tip 2: Start a chain reaction. When individuals get involved, they’ll become event champions who will promote the reunion to their respective branches of the family tree.
Tip 3: Enlist volunteers early. Right from the start, enlist volunteers to help with everything from creating and distributing "welcome kits" to planning specific events and activities. It lightens your load and allows you to tap into the creativity of your group. If planning a destination wedding, early help is critical.
Tip 4: Choose help wisely. You know your family. You know the flakes and leaders. The dreamers and doers. The bakers and candlestick makers. While everyone has talents and skills, I recommend choosing people with some planning experience for bigger projects. Those less likely to tackle bigger projects well would be perfect for a smaller, specific task (find and bring a cake for grandma’s birthday dinner). Match tasks delegated to those best suited for the task to create the most efficient use of everyone’s time.
Tip 5: Connections count. But use them carefully and don’t impose on anyone. Always ask. Never assume. Does Aunt Betty work in catering? Ask if she can find a good caterer. If a wedding or family reunion is in a major U.S. metropolitan area such as Seattle, Washington, D.C. or Chicago and Uncle Fred’s best friend can score a deal in baseball tickets, ask Fred if block of seats are possible to get.
Tip 6: Tap the creativity of your family. You’d be surprised what talents lay dormant in your family’s gene pool. Get help on projects or tasks where others have expertise such as building an up-to-date family contact list (for Excel or database wizards), designing a family Web site (for the graphically-inclined), organizing entertainment for an evening (use a family musician, perhaps), negotiating the best rate at hotels (think sales skills), chefs in the family can provide a "guest meal" one night (mmm… Uncle Bob's barbequed Asian salmon special), and so forth.
Tip 7: Avoid getting spammed. To avoid getting "cc'd" on every email communiqué, encourage the volunteers to make decisions on their own with the group and communicate that you just need to know the final details of their particular task(s). If they have problems/questions along the way, they can contact you. But giving them authority saves you time and gently ensures they’re held accountable, increasing chances they’ll complete the task(s).
Tip 8: Give credit where credit is due. Someone once told me that many who succeed "Delegate and take credit." While this was half-truth and half-joke, you should always give credit to those who help or lead a project. You may be organizing, orchestrating or rallying the troops, but many make it a success. Thank the academy.
Tip 9: Solicit ideas from those helping plan. There is a fine line between directing and delegating. I’ve learned people respond better when their own ideas are heard and carried out. They become invested and feel a personal sense of pride and accomplishment. That said, pay attention to quality and don’t be afraid to guide the process. Your feedback is helpful, as is theirs. Incorporate the best ideas from others and know when to (carefully) suggest alternatives to other ideas.
Brides, you have your ideas and your fiancé has his. So do your families. Use the best ideas, but ultimately the call is yours (and his).
Tip 10: Stay tuned and connected. You're still the leader of the group so once a task is assigned, it's important to follow up regularly to make sure everything's getting done. Schedule a weekly check-in with yourself and/or others to get a status of tasks completed and things that need a follow-up. The more organized you are, the more smoothly things will run.
Have any of your own tips or lessons learned? Care to add to any of the tips listed above? Your thoughts and feedback are welcome. Please post a comment below.