Anticipating Problems Before They Arise Can Help You Proactively Support Your Team and the Organization.

Teams Depend Upon Great Leaders to Anticipate Problems Before They Arise

As leaders, we all want to be considered experts in our field. Knowing how to avoid issues that could negatively affect our business is key to being counted on. It’s what will help you be seen as one who can keep the organization running like a well-oiled machine.

The five ways to Anticipate Problems Before They Arise are the following:

By conducting regular risk assessments, you can identify areas where potential issues may emerge.
Engaging in consistent communication with your team helps uncover concerns early on.
Analyzing past challenges can provide valuable insights into common pitfalls and recurring issues.
Staying apprised of industry trends and changes can help you anticipate challenges caused by external factors.
Developing contingency plans can help reduce the impact of unexpected issues.

Identifying potential challenges in advance will empower you to proactively drive organizational success.

By conducting regular risk assessments, you can identify areas where potential issues may emerge.

“Proper preparation prevents poor performance.”
– James Baker

It’s all in the details as far as I am concerned. One of the biggest parts of my job as a leadership development facilitator is done before I ever even step on stage. Our programs include a pre-workshop consultation that’s used to discuss logistics and gather information. It’s where we learn all about the organization, the participants, the venue, and how this program fits into their agenda.

I have a detailed process for when I am assigned to an event. My initial email to them includes a seemingly long list of questions to answer in advance of our pre-workshop. However, knowing the who/what/where/when/why in advance allows me to get ahead of any challenges that might prevent a seamless program.

One call that comes to mind was for a group of 550 gathering for their National Sales Meeting. They opted to engage in our Amazing Builders program, donating backpacks filled with school supplies to the local school district. In response to my request for information about the meeting space, it came to light they had no intention of having a sound system in the ballroom. In addition, they said they didn’t think a stage was necessary, so neither was arranged with the hotel.

Fortunately, I was able to explain why both of these asks are imperative for groups of their size. That is, if they want to have an impactful and positive experience for the attendees. And they were able to adjust the details with the venue in time for their event.

You become a trusted advisor when you assume full responsibility for the outcome based on your experience and recommendations.

Conducting regular risk assessments for team-building events is like checking the ingredients before baking. Just as ensuring each ingredient is fresh and measured properly prevents a cake from collapsing or tasting off, assessing the environment before an event helps avoid disruptions. A little preparation keeps everything running smoothly so participants can fully enjoy the experience.

Engaging in consistent communication with your team helps uncover concerns early on.

Our industry can be a bit chaotic when it comes to having a consistent schedule. Our team of instructors are always traveling to different parts of the world, so having face time can be challenging. To combat this, we have a monthly meeting where we can all dial in and connect.

We use this time to discuss past events, exchange ideas, get feedback, etc. Most importantly, it gives us a chance to discuss our upcoming class schedules and events and receive ideas on how to facilitate programs better. As professionals in leadership development, we know the value of constantly sharpening our axes and looking for opportunities to grow and become better at our jobs.

At our last meeting, one of our instructors asked for feedback on how he handled his last gig. He ended up with twice the number of participants the corporation had contracted for. Which meant larger teams and fewer supplies! The biggest issue this presents is less engagement, which can drain the energy from the room. Hearing his solution and the opportunity for others to chime in about what they would have done differently gave us plenty of viable options should we face the same obstacle.

“The way a team plays as a whole determines its success. You may have the greatest bunch of individual stars in the world, but if they don’t play together, the club won’t be worth a dime.”
– Babe Ruth

Consistent communication with your team is like regularly checking the engine light in a car. Just as those checks help identify minor issues before they become major breakdowns, regular communication helps you catch and address team concerns early. This helps ensure a smoother journey toward your goals.

Our monthly round-up also lets us spotlight and raise each other up. Whether that is recognizing big sales, applauding five-star reviews from clients, or extending appreciation to the behind-the-scenes admin who helps us do our jobs. We all appreciate the opportunity to bond and grow together consistently.

Analyzing past challenges can provide valuable insights into common pitfalls and recurring issues.

Most businesses can attest to the power of word-of-mouth referrals, and it’s no different for The Leaders Institute. We aim to exceed our client’s expectations and always aim for five-star reviews. In addition to reviewing our Google and Trustpilot reviews, we dive into our consultant’s follow-ups with clients post-event. Not every client will leave a formal review, but they will tell us their thoughts on the event.

We expect our instructors to hold a rating of no less than 4.8 to maintain their certified status in each program. At the end of each year, we look into the events that each instructor facilitated and average the ratings to see if any improvements can be made. Sometimes, suggestions are made, even with a perfect rating, that we pay close attention to. Our CEO is always receptive to change, willing to try new ways of doing things if it means better results.

A good review is more than just praise. It’s a testament to dedication, quality, and the positive impact you’ve made on others.

A great example of a company that consistently analyzes past challenges to drive improvement is Toyota. Through its Kaizen (continuous improvement) philosophy, Toyota has built a culture that emphasizes learning from past challenges. That also includes identifying recurring pitfalls in teams and leadership development.

Toyota conducts “hansei” (reflection) sessions after projects or production cycles. These sessions encourage team members to openly discuss what went wrong, even if the overall project was a success. The goal is to prevent similar issues in future projects and improve their processes continuously.

While examining what went wrong may be scary, it can be even more critical to your future operations than only celebrating the wins. Just think how many more wins you’ll have next year by improving the things that weren’t perfect.

Staying apprised of industry trends and changes can help you anticipate challenges caused by external factors.

Staying on top of industry trends is super important. I love being a part of various networking groups and meeting new folks! Meeting new prospects is always fun and exciting, especially for a big extrovert like myself! Making sales is half of my job. And like I always say as a consultant, if I am not talking, I am not eating! However, it is also a highly beneficial way to stay on top of current trends.

As a member of Meeting Planners International, I attend various events throughout the year that focus on best tips and practices for my target client. When a corporation doesn’t have inside event managers and decides to outsource to a third-party meeting planner instead of hiring us directly, it can be challenging to know their needs when I am not in the conversation.

So, staying in the loop as a member of their organization as a supplier keeps me apprised of the best trends clients seek. As leadership development experts, we understand the power of always growing, learning more, and perfecting processes.

“Live as if you were to die tomorrow. Learn as if you were to live forever.”
– Mahatma Gandhi

At our last networking mixer, a discussion opened up about the notable shift back to in-person gatherings, with planners being asked to host an average of 6.4 live events and 4.5 hybrid events in 2024. This blend caters to diverse attendee preferences and extends event reach.

It was music to their ears when I exclaimed that our programs are easily adaptable to this need! Having everyone in the same room is the goal for teams who need and thrive on valuable face time. But sometimes, that just doesn’t work out for some people due to extenuating circumstances, and being able to join the team, even from afar, bridges the gap and makes them feel included.

Developing contingency plans can help reduce the impact of unexpected issues.

I got to travel to Utah a few months ago and facilitate a charity team-building event for a global leadership team on top of Snowbird Mountain. It is definitely one of my top ten locations visited! I was over the moon seeing God’s creation from this beautiful destination.

While discussing the details with my POC, I understood why she wanted to host the program outside on the terrace for the fantastic view. However, I know that events held outside are subject to things I cannot control, like weather, outside temperatures, noise, wind, etc. Even though I knew how wonderful the view would be, I also knew the pitfalls and it’s my job as a consultant to bring these to light and prepare for Plan B.

So, she went ahead and booked an indoor space as a contingency plan, just in case we had to make the move. Thankfully, the weather was spectacular, and we all enjoyed a lovely team-building event overlooking snow-capped mountains, but at least we were prepared for the worst-case scenario.

Just as an umbrella protects you from the unexpected downpour, a Plan B shields you from potential setbacks the weather brings.

It ensures you’re prepared for whatever comes your way. Even if the rain never falls, the peace of mind from being prepared allows you to go about your day confidently, knowing you can handle whatever challenge may arise.

Having a backup in business acts as a safety net, providing alternative strategies when things don’t go as planned. When unforeseen issues arise, such as a product delay or service disruption, a backup plan enables you to respond effectively, fulfilling promises to customers and maintaining their trust.