mindfulness: an event organisers guide

MindfulnessAn Event Organisers Guide

17 The Courtyard

Timothy’s Bridge Road

Stratford-upon-Avon

CV37 9NP UK

[email protected]

01789 293 930

www.dsalive.com

MINDFULNESS: AN EVENT ORGANISERS GUIDE

The evidence and practices within this eBook are designed to help you navigate the inevitable and often stressful twists and turns of professional life, in addition to teaching you how to better manage your personal commitments and the on-going demands placed upon your shoulders.

This guide aims to encourage your ability to practice mindfulness in a simple and flexible manner, teaching you to enjoy the present moment and discover how to live freely, with greater peaceand clarity.

Mindfulness: An Event Organisers Guide

The ProblemThe SolutionWhat IS Mindfulness?The EvidenceMindfulness and YouMindfulness on the RoadMindfulness and your Team


The ProblemYou dash from your front door first thing, rounding up children, the dog, your laptop and perhaps even the kitchen sink.

You sit in queued traffic, desperately trying to straighten your collar and throw a brush through your hair before wiping leftover breakfast crumbs from your lap while grabbing your last few sips of a precious (although now cold) caffeine-laden Cappuccino, all while frantically trying to connect your Bluetooth kit and answer important business calls arriving from the European office, ‘Where are you?’, ‘Where is my order?’, ‘You’re late for our meeting!’

But it dœsn’t stop there. At work you face what seems an endless barrage of ‘urgent’ e-mails, a growing ‘to do’ list and meeting upon meeting - leaving at 5pm is almost always impossible.

Your wet and slow drive home is awash with red lights, the radio blares, aggravating your migraine and the work calls continue while little-Johnny waits alone outside the school gate, gym bag in hand and now late for band practice.

At home, it’s nearing 10pm before you are finally able to sit down. You’ve poured an extra-large glass and managed to stay awake for almost 20 minutes before finally succumbing to the day’s exhaustion and dragging your sorry-self to bed, ready for it all to start again tomorrow.

Sound familiar?


The Evidence


It can be all too easy to rush through life without stopping to take much notice of just how crazed your day-to-day routine has become. Where dœs it end and when will there be time for you to sit back, absorb the tasks in hand and soak your aching limbs in a delightfully peaceful bath.

When will you make time to finish the book which has laid on your bedside table for what must be a year and when will you finally get around to decorating the kitchen? Modern life evidently presents us with different and never-ending challenges and this could not be more evident within the events and exhibitions industry.

The practice of ‘Mindfulness’ is a positive reaction to this growing problem and urges us to look up from our smart phone and finally pay attention to what is really happening in the world around us.

Although I must warn you, mindfulness will not be a heaven sent answer to all of your problems, it can however help you to effectively respond to life’s pressures in a calmer and more constructive manner that will ultimately benefit your heart, mind and body.

Our guide to mindfulness for event organisers will cohesively shed more light on this growing phenomenon and reveal how mindfulness can inevitably benefit your working and personal existence in the events sector, if implemented in the right manner.

What is Mindfulness?

Mindfulness is a state of active and open attention on the present. In its most simple sense, mindfulness is an accessible and easy form of meditation, its concept drawn from the ability to gently detach from your past or alternatively, resist worrying about the future, concentrating your mind entirely on the present moment.

In this sense, mindfulness is a conscious decision to purposely pay attention, non-judgementally, to our own sense of awareness, instead becoming completely aware of ourselves and our actions in the present moment. Mindfulness teaches us not to consider one experience as bad or another good, but rather to let them go without judgement and to observe mindfully, noticing our experiences passing through before ceasing to exist. Cognitively, mindfulness is aware that certain experiences are pleasant and some are unpleasant, but on an emotional level, we simply don’t need to react. We call this ‘equanimity’, stillness and balance of mind.

The SolutionThe practice of mindfulness meditation has long been proven to affect how the brain works and even its structure.

Those who undertake mindfulness training are known to have increased activity in the area of the brain association with positive emotion - the pre-frontal cortex - which is generally less active in people who are depressed.

More than 100 studies have demonstrated changes in the brain wave during mindfulness meditation and researchers have found that those areas of the brain linked to emotional regulation are larger in those who have meditated regularly for five years or more; the evidence or success is promising.

So, science supports the theory! If you want to know more, The Mental Health Foundation has further information investigating the success of mindfulness, available here: www.mentalhealth.org.uk

Mindfulness and youWhile it is inevitable that most working people will experience some degree of pressure within their career, it is proven that some jobs will endure far more stress and anxiety than others.

Job search website, CareerCast have ranked those jobs deemed most stressful based upon the level of demands placed upon them and considering the strain you must experience in your own role, it is not surprising therefore that event co-ordinator should appear in the top 10!

So, next time you wonder, ‘is just me?’ remember that you are not alone! Evidence proves that event organisation is one of the most demanding careers - the extreme level of stress is ranked with some of the more traditionally stressful jobs in the world. A firefighter? Police officer? You’re in good company!

This said, what can you do to alleviate stress in your day to day routine? Can you incorporate mindfulness to focus your mind and increase your happiness? Of course! By integrating meditation practices in to your never-ending ‘to do’ list, you should come to be happier, less anxious and ultimately more productive - the ‘real you’ will have greater opportunity to resurface, currently hidden underneath the mountain of order forms, job requests and travel itineraries.

Known to significantly relieve anxiety and depression disorders, mindfulness is something we should all consider bringing to our everyday existence, before these conditions have opportunity to develop as consequence to your never-ending and tiring routine.


To use mindfulness during your day, aim to follow these 5 simple tips:

1. BREATHEEasily achieved but with significant influence, take a small moment each day to notice your breathing. Sense the flow of breath as your chest slowly expands before you gently exhale, blowing air lightly from your mouth - do this regularly to ease anxiety and relax your mind.

2. BE AWARETry to pause temporarily and take notice of your actions and each task in-hand throughout the day. When you are eating, stop and note the colour or texture of your food. In the supermarket, slow down to notice those around you, consider carefully what you buy, switch on your senses.

3. RELAXDon’t feel it necessary to fill all of your time with ‘doing’. Sit back and take time from your day to just ‘be’, concentrating less on your schedule and focusing more upon the enjoyment of momentary tranquillity throughout your day.

4. RECOGNISERecognise your thoughts for what they are – thoughts. You have no need to believe or react to thoughts or respond to the endless cycle of questions in your mind. Follow your breath, trust in your own abilities and let go of un-necessary worry to keep your mind sharp.

5. LISTENPractice listening without judgement, without interruption and without being defensive. Engage your senses, concentrating on the personal gestures and emotions of those you speak with. Truly focus upon the message communicated, trying to become more aware of those around you.

Each of these suggestions cost nothing but could reward with everything. With this in mind, remember that meditation, although not a possession, can be taken with you, anywhere and everywhere - in the office, at home, on the road, there are no excuses. Mind you, living mindfully dœs take courage.

To seriously implement the theory and to develop the practice throughout your schedule takes time and commitment but by doing so, you will be better equipped and more prepared to navigate day-to-day difficulties.

Mindfulness and you


You may think that travelling and meditation cannot work together but in fact, quite the opposite.

What better time than any to take on board these theories we’ve discussed and carefully consider your actions for a more productive and successful trip. Embracing mindfulness will without doubt encourage you to think clearly and more creatively in what can often be a stressful and demanding situation both personally and for your business.

DRIVINGDriving to your destination - to the airport, to a meeting, for the school pick-up, whatever the purpose may be - try and pay closer attention to your posture and those around you. Turn off the radio and experience a rare period of silence, giving opportunity to fill your awareness with other, more enriching perceptions.

Extra consideration will allow you to better notice the uncomfortable tension held in your shoulders or your hands anxiously gripping the steering wheel. Use this silence as chance to relax, lower your shoulders and ease the stress building in your body. Your tension will not make the traffic in front of you clearly more quickly and nor will it help in getting you to the airport on time, in fact - it will more than likely increase your chance of an accident and definitely increase your levels of stress.

Simple, quick changes to your routine will easily encourage you to relax, making more space for more productive thoughts.

FLYINGTravelling overseas for business can without doubt be a stressful and tiring task, particularly if you’re a nervous flyer. The practice of mindfulness aims to remove the associated anxiety from daily tasks and can be easily applied to the worry of air travel.

Constructively use your time by clearing your mind and any associated worry. Aim to separate your life in to smaller, digestible chunks, dividing them by moments. Anticipation, worry or fear - they happen - they are inevitable - yet blowing them out of proportion is not necessary. Instead, allow them to take their appropriate place - using mindfulness. If you feel your mind wandering in times of worry - on an æroplane, for example - make a conscious effort to bring it back. There is always something more productive to give your attention to. Human beings are there for us to connect with; such happiness can arise from a momentary interaction with another person. Try striking conversation with the passenger next to you, smile at the screaming baby in front or share your feelings with friends or colleagues travelling with you and try to distract your mind from anxiety and panic you may experience by leaning on the support and encouragement of others around you.

Mindfulness on the road

MINDFULNESS: AN EVENT ORGANISERS GUIDEMINDFULNESS: AN EVENT ORGANISERS GUIDE MINDFULNESS: AN EVENT ORGANISERS GUIDE

Mindfulness on the roadMEETINGBusiness meetings on the road (or even in the office) can more often than not, be considered stressful or perhaps at times, an inconvenience. Is your boss hounding another deal? Are you the one responsible for closing? Do you have a complicated finance audit to supervise or perhaps a difficult HR issue to handle? Whatever it may be, within a meeting environment, we are expected to be alert, ‘on the ball’ and professional at all times. You’ve probably guessed by now - but, the practice of mindfulness can inevitably help to ensure that you are able to maintain your sense of calm, keeping your mind clear to deliver your objectives and exceed expectation.

If you feel a stressful business situation arising, use your own breath to centre your thoughts in the moment. If you sense an increase in anxiety, stop what you are doing or saying and take a few seconds to realign your thought process. Perhaps take a sip of water and while doing so, slowly exhale your sense of panic and inhale a more peaceful acceptance of the circumstances. Anger, concern and/or frustration are feelings which will not be resolved effectively if your emotions claim the better of you. Compose your thoughts, bring yourself back to the moment and try not to overdramatise the incident in hand.

ORGANISINGAs we’ve discussed so far, event organising is legitimately one of the most demanding jobs on this planet. With so much to undertake and consider, with a to-do list as long as your arm and entire a team who need to know when and where they are required to be, your job in the events industry is stressful - and that’s a fact.

Whether working nationally or internationally, from an office, or on the road, it is without doubt that you will encounter some sort of headache-inducing and stressful scenario during your day. But - do you know what? You need to stop worrying about what might happen, you instead need to live in the moment you are experiencing and aim to stop running over what has been and gone and try not to panic over what could happen in the future. Each of those things are inevitable and unchangeable, we do not have the power to change history or alter the future, we can only be who we are, doing what we do - now.

To help, break your challenges down, one by one, in to small and digestible chunks. Make a note of what needs doing and when it needs doing by, filing tasks by priority and attack only those which need handling immediately, completing each requirement one step at a time. Taking on too much or worrying about what has or could happen will stunt your productivity and hinder your potential.

EXHIBITINGAs exhibition and event professionals ourselves, we understand the cost, stress and anxiety whichcan often be associated with organising or attending an exhibition or trade show.

Often requiring long-distance travel, a lengthy procurement process and a drawn-out planning procedure, events can leave us feeling worn out, drained and yep, you guessed it - stressed. But need it be this difficult? Should we really be feeling this much anxiety when organising something which should really be exciting? I mean, how many others can say they travel internationally for business, seeing countries they’d never have considered visiting or meeting people from around the world, learning the cultures and traditions as they go?

So - rather than perhaps focus on negative connotations, use your mindfulness training and try to remember the benefits and reasons behind why you had originally found passion for the events industry and use those as your motivation for success. Focus your mind upon the scenarios you can control, all other eventualities are manageable, one thing at a time.

STAYINGMore often than not, it is fair to say that most of us will endure an unexpected curveball, unwittingly thrown our way while travelling for business - internationally or otherwise. A lost credit card, a missed flight, a double-booked room - we’ve all been there! But - as with each of these points we’ve talked about so far, the unpredictable complications of travelling are manageable, they are each solvable - if handled correctly.

Mindfulness dœs not mean forgetting these hiccups but rather having the capacity to view them more objectively so that your attention can focus on the present moment. In this sense, although farfetched, try to imagine your worry as a leaf, gently making its way down stream, gradually moving by as you watch it approach, acknowledge its presence and then - let is pass.

Your mindfulness experience should ease the unwelcome hitches you may experience while travelling which may interrupt or add to your already hectic schedule. Instead of ‘what ifs’, guilt and/or worry, actively bring awareness to your breath and to the present moment to soften these anxieties and overcome your challenges.

Mindfulness on the road


As a manager yourself, or even a junior, we know the facts, we have the evidence, how then, can you implement mindfulness in to your own workplace? How can you help to create a more productive and harmonious environment for yourself and/or your colleagues?

Easy…try following these 5 simple tips:

1. DELEGATEShow compassion for yourself and where possible, delegate tasks to capable team mates. If you need help, ask! This will not only reduce stress for yourself but allow you to focus on the tasks which require more immediate attention and allow your colleagues to feel more trusted in the workplace.

2. ACKNOWLEDGE Consider the ways in which you could better acknowledge the achievements and needs of your team. Simple acts of ‘thanks’ or kindness could lighten their busy loads and encourage a more productive and harmonious working environment for all.

3. LISTENPractice the art of really listening to your team. Listening is the key to all effective communication and without which, messages are easily misunderstood, communication breaks down and the sender can easily become frustrated.

4. FOCUSAim to focus on each single task for an allotted length of time. If your role, like ours within the events industry, comes with constant interruptions that demand your attention, take several deep breaths and then prioritise them.

5. SELF-REFLECT Find time at the end of your working day to ‘self-reflect’, and encourage your team to do the same. Self-reflection will enable you to recognise and celebrate your achievements while simultaneously allowing you to consider any potential improvements you could make.

Mindfulness and your team

Without doubt, the events industry is a busy, relentless and tiring business but one which is exciting, unique and rewarding in so many ways. The benefits of mindfulness are many. Help your team to use mindfulness as a ‘tool’ in the workplace, show them that by doing so, they can become more efficient, productive, effective and less stressed to benefit not only themselves, but you and your organisation.

MindfulnessAn Event Organisers Guide

17 The Courtyard

Timothy’s Bridge Road

Stratford-upon-Avon

CV37 9NP UK

[email protected]

01789 293 930

www.dsalive.com

mindfulness: an event organisers guide

Self Improvement