Be the Duck

Years ago, I received a video of a duck swimming, gliding gracefully across the water. All appears calm. However, as the video continues, the camera pans underwater and we see the duck’s webbed feet furiously paddling.

This video has stuck with me throughout my career. For over 25 years, I have been an administrative assistant, project coordinator, director and project manager. I’ve had projects and events run without a hitch while others seemed to want to crash and burn at every turn. Fortunately, everything always turned out as it should, regardless of how wayward things wanted to get. This is because of good planning, controlled chaos and committing to not being stressed. Over the years, I have learned how to keep projects and events moving forward by keeping these three key ingredients in my head.

Good Planning is always the first step. What are the goals? What needs to happen to make the project/event successful? Plan it out. Every detail. Don’t over think it and don’t second guess. I find it helpful for events to plan backwards, jot down everything that needs to happen on the day of event and work your way back noting all the things that are needed. Account for everything, down to the pens you need for your clipboard.

For projects, focus on the end goal, what resources will be needed and when. Are there key dates that tasks need to be completed? Make a project plan, make it a working fluid plan that is adaptable to change. Account for tasks dependent on other items being completed first. Ensure all members of the team are aware of their role and duties. Ask questions. As a side note, if you are working with a team, make sure to listen.

The key in all this is to plan. Spend the time at the beginning of the project or event to account for everything that is needed to provide the best result possible.

Now that you have planned for everything, it’s time for the surprises. The little fun pockets of chaos. Remain calm. This is your time to be the duck effortlessly gliding across the pond yet, furiously paddling under water.

By doing all the initial leg work of setting up the project, there is now a blueprint to bounce the surprises against. Talk it through. Listen to your team. Trust your instincts. Be confident in the end product and resolve whatever issue presents itself by remaining calm and open minded. Always move forward, even if you have to take a moment to redirect.

It’s normally during the chaos that panic sets in. Stress levels get high. Team members are on edge and worry sets in. Just stop. The greatest compliment I have received on a project was being told that I have a calming effect on people because I don’t panic, I don’t stress, and I am very matter fact of the issues. It’s important to not dramatize an issue. This increases stress levels for everyone and frankly is not necessary. Be proactive in working through an issue and not stressing the issue. Besides, every issue has a solution. It may not be a favorable one but a solution none the less. The key is to assess, resolve, adapt and move on.

Watching all the hard work come to life is definitely worth it. Maintaining your sanity through it all makes it even better. Remember, plan, plan, plan. Be the calm in the chaos and don’t stress !