February march 2017 uk by Executive PA Media

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THE WORLD’S LEADING BUSINESS MANAGEMENT & TRAINING RESOURCE FOR EXECUTIVE ASSISTANTS www.ExecutivePA.com Feb/Mar 2017 £8.99

We decipher the ‘sharing economy’ and look at how it can be a positive step forward for today’s assistants

Disruption is good

INSIDE

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Conferences that get results

How can you drive the future of lifestyle and work style?

PAs share tried and tested tactics for symposium success

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FOREWORD

With a new year comes an enthusiastic flurry of fresh starts and good intentions. Here at Executive PA Media, we’re no different so I’d like to introduce myself as the new editor of the magazine. I’ve been writing for the magazine since the middle of 2016 and was delighted when I was asked to take on the editor role. Cora, who did a fantastic job of managing the magazine for an incredible 11 years, will remain a key part of the editorial team, supplementing our talented line-up of writers. Whilst I’ve arrived armed with some ideas and plan to work closely with the editorial panel to deliver the best content, I’d love to hear from you, our readers, too. I know you’re some of the busiest businesspeople around but, when you have a spare moment, I’d be grateful if you could share your thoughts about the magazine via email to editor@solutionspublish.co.uk. Which pages do you flick to first? What do you love reading about? Which topics don’t whet the appetite so much? And what would you like to see more of? All feedback and bright ideas welcome! I’m also keen to make use of our valuable reader panel and we have an existing bank of contacts that we

February/March 2017

want to develop. So, if you’re happy to be contacted by myself or one of the team from time to time (it might be a quick poll or a request for your opinion in a sentence or two) then please step forward! Again, email editor@solutionspublish.co.uk and pop ‘Reader panel’ in the subject line. In the meantime, I hope you enjoy my ﬁrst issue! We’ve got a special feature on the ultra-topical sharing economy, a low-down on the essentials for organising the perfect conference and a guide to doing business in Melbourne. We’ve packed the pages full of all the usual features and a few new ones, too. Recognition takes a look at the best working conditions, beneﬁts and rewards for PAs, whilst Gastronomer’s Guide is a mouth-watering page of signature dishes from executive chefs. Yum! Until next time.

Claire Muir Editor, Executive PA Magazine

FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

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CONTENTS February/March 2017

FEATURES

AWARDS

12 Merging lifestyle and work style

18 Recognition and reward

Our very own thought leader, Barbara Smith, discovers how today’s organisations are responding to new approaches to living and working

22 The new revolution Advances in digital and data technology have started to irreversibly alter the way we work, and the role of the PA is signiﬁcantly impacted by this change. Here’s the lowdown on the revolution!

31 6 steps to conference success Any seasoned PA can organise one but it takes a power PA to organise one that really gets results

39 To book or not to book? That is the question. And when it comes to luxury executive travel the answer might surprise you

59 Business Travel Show preview Find out what’s in store on Wednesday 22nd and Thursday 23rd February 2017

60 Three in one Visit International Confex, the Event Production Show and office*, all under one roof

61 PA Proﬁle We talk career history, advice and future plans with Australia & New Zealand’s PA of the Year, Zoe Robinson

62 Education and training

When we all have different motivators, how can our bosses say thank you?

REGULARS WORK

07 Inbox All the news, views and information you need PRODUCTS

26 Technoﬁle Tim Stackpool shares his top tips for cyber safety when using in-ﬂight WiFi

28 Office essentials We explore some of the products that should be in your office TRAVEL

35 Mint meetings in Manchester From science to healthcare to creativity, this city has one busy events agenda

43 Melbourne means business

Elizabeth Wakeling talks CPD, Adam Filder encourages some self-appreciation and Annaebel Kaye provides a heads-up on the implications of employing freelancers

INTERACTIVE

It’s the world’s most liveable city but why should your boss do business in Melbourne? VENUES

46 Ask the concierge

56 Executive PA Media reader reports Find out how our readers got on at The Savoy and Twickenham Stadium

William Thomson, head concierge at Macdonald Randolph Hotel, reveals Oxford’s culinary hotspots

49 Gastronomer’s guide

SOCIAL MEDIA Find out what our social media-connected PAs are discussing on Facebook or keep up-to-date with us through Twitter, LinkedIn or via ExecutivePA.com

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Scotland’s Seafood Chef of the Year, Kevin Dalgleish, shares his signature dish with readers

50 Venue menu Find out what’s happening in venues across the country CAREER

66 Career News, views and essential information for boosting your career

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EDITORIAL TEAM CONTRIBUTORS

February/March 2017

WITH THANKS TO: Hazel Davis, Andy Hollis, Barbara Smith, Gwen O’Toole and Elizabeth Wakeling.

Informing, empowering and inspiring PAs worldwide

KIRSTIE BEDFORD Kirstie is editor of Executive PA Magazine Australia. She began her career as a news journalist more than 20 years ago and has continued to write in some capacity ever since, working in the public and private sectors in New Zealand and Australia.

CORA LYDON Cora is the former editor of Executive PA Magazine – a role she held for 11 years. She has worked as a journalist for more than 16 years and has edited a variety of magazines covering topics from interiors to education and building developments.

ENQUIRIES EDITORIAL

editor@solutionspublish.co.uk ADVERTISING

020 7236 1118 Sales@ExecutivePA.com MEMBERSHIPS & SUBSCRIPTIONS

LEO D’ANGELO FISHER Leo D’Angelo Fisher is a business journalist, author and commentator, and was former associate editor with Business Review Weekly.

TIM STACKPOOL Tech expert Tim, is technology writer for Executive PA Media. He can be heard on talk radio in his native Australia and is a tech presenter speaking at conferences and trade shows about technology’s impact on work and lifestyle.

020 7236 1118 Subs@ExecutivePA.com CONTACTS EDITOR

Claire Muir editor@solutionspublish.co.uk COMMERCIAL MANAGER (UK)

Stephan Pavlovic Stephan@ExecutivePA.com ACCOUNT MANAGER

JANE LONGHURST Jane has been the chief executive of the Meetings Industry Association since 2004 and has an eventmanagement background spanning nearly 30 years, having directed events departments for MacMillan Publishing and Emap Healthcare.

ALEX JONES Alex is Executive PA Media’s recruitment specialist. He is senior regional director at Hays Specialist Recruitment.

ADAM FIDLER Adam had a 20-year career as an Executive Assistant and is now the principal of Adam Fidler Academy, specialising in the training and education of executive assistants and business support professionals. Visit www.executiveassistant.org.

ANNABEL KAYE Annabel Kaye is the founder of KoffeeKlatch, which is underpinned by the ‘gig economy’ and supports businesses that outsource work to freelancers and use ﬂexible working options. See www.koffeeklatch.co.uk for more information.

Harry Knight Harry@ExecutivePA.com ADMINISTRATION & EVENTS MANAGER

Sam Anderson Sam@ExecutivePA.com ASIA PACIFIC

James Brome +61 (7) 3839 4911 James@ExecutivePA.com.au CHAIRMAN

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EDITORIAL ADVISORY BOARD LARISSA AUDITORE Larissa is the winner of the 2014 Executive PA Media ‘PA of the Year’ Award in Australia. Larissa is a strong advocate for EAs to see their role as a partnership, in order to be best placed to broaden their skills and grow their career.

BARBARA SMITH Barbara Smith has extensive experience working in partnerships at the highest level of management and was one of the ﬁrst advocates of the importance of professional networks and development for executive assistants.

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SUZIE KEMP Suzie is EA to the founding directors and CEO of Minor DKL Food Group Pty Ltd. Suzie was recognised for her project-management by being awarded ‘Runner Up: Best Organised Event by a PA’ at the Executive PA Media Awards Australia in 2015.

ELIZABETH WAKELING Elizabeth has over 25 years’ teaching experience. She is principal tutor and head of secretarial studies at Beckenham College and UK Chairman of International Management Assistants (IMA) – formerly EUMA.

All rights reserved; no part of this publication may be copied or reproduced, stored in a retrieval system or transmitted in any form or by any means electronic, mechanical, photocopy, recording or otherwise without the prior written permission of the publishers. While every care is taken in the compilation of this publication, the publishers can not accept any responsibility for any inaccuracies or changes since compilation, or for consequential loss arising from such changes or inaccuracies, or for any other loss, direct or consequential, arising in connection with information in this publication. Acceptance of advertisements does not imply recommendation by the publisher.

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Thumbs up Simply saying thank you could be the most valuable tool a company has at their disposal, says Hazel Davis

RECOGNITION

A CEO MAY HAVE THE BEST PA in the world and think they’re doing a good job, but do they recognise and reward this in the right way? “It’s hard to underestimate the importance of appropriate recognition mechanisms for your staff,” says Isla Wilson, a business growth specialist at Ruby Star Associates. “While we know recognition is important, it can be very tricky to calibrate your approach to create the culture you’re trying to develop. One of the biggest mistakes we can make is to assume that everyone responds to the same type of recognition.” Isla suggests that managers should take time to find out, or notice, what their staff respond to. Are they intrinsically or extrinsically motivated? Do they respond best to public recognition or a quiet word; financial rewards or more responsibility? Here, personalisation is key. After all, one person’s lunchtime air hockey japes are another person’s idea of agonising, forced interaction whilst thoughtful chocolates and flowers could be a fabulous treat for one person but be creepy, unwanted attention for another. Emily Mills is manager of the UKIN Executive Assistant Community at Computer Sciences Corporation (CSC), an American multinational IT company. She also manages and leads the executive assistant team of 28 in the UK, the Netherlands and Ireland, and handles global diary management for a number 18

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“It’s hard to underestimate the importance of appropriate recognition mechanisms for your staff” Isla Wilson

of extremely high level individuals within the organisation. Emily says: “I strongly feel motivation is driven by value. We all need to know and identify that we have a purpose, and to serve that purpose drives our motivation. Having the information and satisfaction that someone needs and wants you simply drives you to continue your behaviour, and ensures you progress that behaviour to achieve the same, if not improved, outcomes.” Consistent feedback is key to this, says Emily, as well as check-ins to make sure all parties are on the same page. Going above and beyond can make a real difference too: Emily’s boss encourages her to work from home when schedules are tight and demanding, removing the commute from her working day and easing pressure points.

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She’s also received traditional handwritten thank you cards, ﬂowers and donations to charities she has personal alliances to: “Most importantly, she gives me respect for the value and enhancement I bring through my role, to her life.” This acknowledgement is company-wide, says Emily, and this is an important way of fostering a general sense of worth: “CSC is a diverse global organisation and, to ensure we’re a successful one, we accommodate our workforce. We maximise the global clock, logistics and skill sets by offering part-time working, job shares, term-time working, compressed hours, remote working, mobile working, career breaks and annual hours.” Autonomy is also key to feeling valued at work. Nothing will demotivate you faster than feeling you can’t be trusted to make your own decisions. To this end, the CSC team is offered CSC My Choices, an online programme designed for staff to tailor their package, from their annual leave and salary to their pension status and access to discount programmes. “CSC is just very good at saying thank you; the most valuable motivation tool an organisation has at its disposal,” says Emily. Karen McMahon is PA to the managing director of Shiner Ltd, a Pan-European skateboard distributor. Karen’s boss at Shiner Ltd is the grandson of the founder and she assists him with general administration, as well as streamlining office

processes and managing two members of staff. Shiner Ltd offers quarterly bonuses, regular raises, clothing allowances, gym memberships and regular parties. “We even have a skate park on site,” says Karen. However, more important than any of this, she says: “I think my boss has become my friend. He trusts me, conﬁdes in me and asks for my opinion. He uses me as his eyes and ears when he’s drowning in work.” Although her boss’s family include her in private events and ask her for help, they never assume she’s available 24 hours a day. “But I think they know I would be if they needed me,” she adds. According to Isla, knowing how to reward people is only half the battle. She would advise bosses to think carefully about the outcomes managers want to recognise, as this may drive future behaviours. Rewarding staff for working well as part of a team encourages future teamwork, for example. Likewise, reward for using initiative encourages future initiative. For Karen, it’s about feeling part of the whole. Despite only being at the company for two years she feels she’s always been part of the business – and is treated with that type of respect. Shiner Ltd has secured the title of the Happiest Workplace in Bristol and Bath and Karen says it was well-deserved: “All of this is what motivates me. I’ve never dreaded coming to work and I think that’s the ﬁrst time in my life that I’ve felt that way.” E FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

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T H E PA E V E N T O F T H E Y E A R

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NO MINAT IO NS NOW OPEN FOR 2017 Nominations for the 2017 Executive PA Awards are now open and this year sees the addition of three new exciting categories to reﬂect the global growth of the role of business manager for the modern day executive assistant: PA Corporate Travel Manager of the Year PA of the Year North America PA of the Year Scandinavia These will join an impressive variety of categories including last year’s newcomers, PA of the Year Africa and Outstanding Contribution to the Profession. The Executive PA Awards are the longest established global platform for recognising and rewarding achievement for PA and EA professionals, and we invite you all to get involved, here’s how:

NOMINATIONS To nominate yourself, your colleague, your employer or boss, please visit https://executivepa.awardsplatform.com TICKE TS To purchase tables and tickets please contact Sam Anderson at sam@executivepa.com SPONSORSHIP To sponsor a category or to ﬁnd out about commercial opportunities please contact Stephan Pavlovic at stephan@executivepa.com or Harry Knight at harry@executivepa.com

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Advances in digital and data technology have started to irreversibly alter the way we work, and the role of the PA is signiﬁcantly impacted by this change. Executive PA Media explains the terms that describe this revolution and why it’s vital for you to know more about it

THE NEW REVOLUTION EVERY DAY, through reading an article, scrolling your newsfeed or watching on TV, you’ll be hearing about the next industrial revolution and how it’s going to change our lives at work and at home. But no-one is panicking yet. The phrases used to describe these changes are subtle and they sound fun, warm and cosy: the ‘gig economy’ and the ‘sharing economy’, for instance. Or they’re so incomprehensible and mysterious that the phrase doesn’t actually mean anything: ‘the internet of things’ is a great example.

We can already see the innovations in our social and private lives. Fitbit watches that monitor where we are, what our heart rate is and how fast we’re running, then puts the data online so we can track our path to ﬁtness from our phone or laptop. Amazon’s home product, Amazon Echo, used in conjunction with its virtual personal assistant Alexa, will play your choice of music, dim your lights and even regulate your central heating if you talk to it. It’s a brave new world that’s both fantastic and frightening. Changes are now also occurring in offices and businesses all over the world, so what’s going on and what does it all mean? t

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t THE BIG REVOLUTION

In a speech in December, Mark Carney, the Governor of the Bank of England stated that nearly half of all office jobs will disappear due to the technological revolution now taking place. Jobs and industries at most risk are process and administration-based, so the legal, ﬁnancial and estate agency sectors, for example, are set to radically alter in shape and reduce in size over the next few years. Jobs involving any kind of data entry or repeat process functions will all probably disappear. None of the experts disagree with these claims but what is concerning is they’re equally divided over whether these jobs will be replaced by new ones, or simply vanish forever. A similar automation revolution has taken place in the industrial sector over the past 40 years. Factories slowly became emptied of skilled tradespeople; replacing them with clean rooms, computers and robots. Despite its relatively gradual pace there are many cities still suffering from its effects, with long-term unemployment and underinvestment. A good example is Detroit, which is bankrupt and one in three homes are abandoned. The office revolution is estimated to be complete in less than half that time. Within the next 10 to 15 years all administration staff will be in the ﬁring line and there’s no reason to believe its effects will be any less brutal.

THE MOVE TO BIG DATA Technology innovation now allows the sharing and combining of separate databases to ﬁnd out particular information and patterns. Facebook and Google, for example, have software and algorithms behind their platforms to examine each user’s viewing patterns and identify their possible purchasing needs. Combined with the location of your laptop or phone, they can quickly send targeted advertisements and messages. Meanwhile, big data means Government can now provide you with a single point of contact for all your tax, health and beneﬁts needs, which saves you time and them resources. Innovations in big data and WiFi have created an explosion in the use of unmanned drones; anything from bombing countries thousands of miles away to dropping off much-needed med24

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ical supplies in hard to reach locations. And where previously the option was either a camera on the end of a long stick or, at a cost, a light airplane, estate agents now regularly use cheap, small drones to take great photos of properties for promotional purposes.

THE SHARING ECONOMY Big data is behind the rise of organisations like hotelier Airbnb and people moving business Uber, where a request anywhere in the world is immediately matched to a need: a transaction takes place and money is deposited in exchange for a service, all through a single point of contact. These organisations have given rise to a new phrase: the sharing economy. This expression is used to explain the idea of additional income and flexible work: use your private car as a taxi, or rent an unused room in your house or apartment, get to meet interesting people and make some spare cash. The sharing economy idea sounds great and has many benefits, however it’s still in its infancy, unregulated and open to abuse. Unscrupulous landlords keen to cash in on the Airbnb boom have been accused of kicking out long-term tenants and artificially driving up inner-city property prices. Last year a bill was passed in New York that imposed heavy fines on rule-breakers offering short term lets in the city. Airbnb initiated a legal battle with the State, which it subsequently dropped, and as a result other cities throughout the world are looking at how to deal with sharing economy organisations like Airbnb. Clearly, there’s some way to go before these innovation businesses are completely accepted in the fabric of society and their responsibilities are clearly identified and agreed by all parties.

THE GIG ECONOMY Another new term, the gig economy is used to describe the practice of not necessarily working for one employer; instead a career is be made up of lots of jobs, taken up on a project-byproject basis. Depending on circumstances and skill sets, a ﬂexible working arrangement can work very well for many people and not so well for others. Many virtual PAs, for example, work on

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a client-by-job basis. They have thriving businesses and are gig economy experts. On the other hand, in October, two Uber drivers successfully argued at a London employment tribunal that they had worker rights and should not be treated as self-employed. After this, Uber lost its right to classify its drivers as self-employed. This means the organisation now has to guarantee a minimum wage, provide holiday allowance and pay a possible GBP$314 million in additional tax revenue for the UK economy.

EXPONENTIAL GROWTH The deﬁnition of exponential growth is basically runaway growth, and it’s a phrase used to describe how quickly the adoption of new technology business practices are taking place. For example, two businesses see their competitor with a technological advantage, so they adopt the same technology. This means there are now three businesses with a digital advantage. Six competitors then adopt the technology used by the three. So, in no time we have nine businesses with a digital advantage, when just a moment ago there was only one – then it grows to 27 businesses, 81, 243 and 729. At this rate of change it’s easy for a business or individual to get left behind and also easy to understand how quickly transformation is taking place.

WHY DISRUPTION IS GOOD Disruption is the word used to describe the impact of new technologies. ‘Disruptors’ are the innovation organisations that tear up the old rules of business within their sector and use their digital advantage over competitors to create a new set of rules. Airbnb, Uber, Amazon, Facebook and Google all fall into this category. Of course, disruption is not necessarily a bad thing for a traditional business. Most organisations acknowledge that their current working practices will not be feasible in the future and they’re unsure of what changes will be required. They then need to encourage innovation and ideas from people within their organisations so, as strange as it may seem, today’s businesses are looking to disrupt and want disrupters on their team.

HOW CAN PAS MANAGE THE CHANGE? Continued vocational education, challenging the status quo, embracing the change, developing your sense of professionalism and understanding how to apply it, are all important factors in dealing with this new revolution. Almost 20 per cent of the working population have office administration roles, and there are up to 150 job categories to describe these jobs. This means there is a career path for professionally minded PAs. It also means that executive level assistants have valuable expertise in addition to basic administration skills, and these are the areas to build on. For those looking for their first step on the ladder, they’ll need to make sure they’re already well-equipped to upskill. An inexperienced candidate will need to be properly educated in the basic aspects of a PA’s job function (diary, email and travel management, for example) before they apply for a position, as they won’t have the opportunity to learn these skills on the job. But if they have an additional understanding of how to use something like social media, they’ll most likely be viewed as a risk worth taking. As entry-level assistants will be required to have a vocational education in administration, the career path to EA is going to be more clearly defined in the future. By the time you reach executive level, in addition to the full skillset required as a foundation to your job, you’ll have undergone at least another further two stages of vocational learning (intermediate and advanced) to give you the confidence and additional skills needed to work alongside the executive in your organisation. As a PA you’re working in a profession, so it makes sense that by focusing on the development of ‘professionalism’ as an attitude you’ll already be thinking in the way that your organisation will highly value. Critical thinking, judgement, ambassador qualities and willingness to challenge the status quo, all used in conjunction with your impeccable organisation and project management skills, will make you an invaluable asset to your business and keep you ahead of the game, regardless of the technology revolution. E

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Hackers ﬂy too Tim Stackpool looks at the safety of in-ﬂight internet access as more and more airlines add WiFi to their offering TECHNOFILE

An increasing number of airlines are adding the ability to keep in touch via the internet while flying at 30,000 feet, thanks to constantly developing technology. The systems often use a combination of ‘air-to-ground’ services, where the flight connects to towers located on the ground for access, and ‘air-to-orbit,’ which uses satellite communication. On board WiFi is becoming standard for trips where your own device is used for in-flight entertainment (so don’t forget to download the appropriate airline’s app before take-off!), but using the internet while travelling over the Atlantic needs more advanced technology. So, you can guess which service will be used depending on the flight path of your journey. However, the 21st Century miracle of inair connectivity comes with security issues: opportunistic hackers are attempting to take advantage of passengers who naively assume their in-flight browsing is secure. Most passenger hacking attempts are fairly unsophisticated and, generally, play on creating confusion as to which network is the official in-flight service. Many hackers use a device resembling a mere USB stick, which behaves as if it’s a WiFi hotspot. Sitting amongst other passengers, they give the false hotspot a name such as 'free in-flight WiFi' or 'skywide internet access’. This may fool people into immediately connecting, especially after a few complimentary gin and tonics. The hacker then routes the real internet access via their hotspot, so the user usually suspects nothing. Meanwhile, they’re surreptitiously collecting your browsing data, and any passwords or user names entered, during the flight. From here, they could compromise your email, Facebook or online banking access – nothing ruins a trip more than discovering you were hacked before you’ve even touched down at your destination. Consider the following precautions to ensure online safety whilst in the air. And do bear them in mind on the ground too, for regular internet use: 26

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“The 21st Century miracle of in-air connectivity comes with security issues: opportunistic hackers are attempting to take advantage of passengers who naively assume their in-ﬂight browsing is secure.”

1 Always check the official way of connecting to the in-flight internet service. This is usually explained in the airline magazine or via an announcement by the flight attendants. 1 Some airlines use a particular app, but most have you log in (and purchase) via a website that appears when you first access the service. Make sure you’re using the official log in page, and not a clever mocked-up version, which may even include the airline's logo. 1 Use autofill, which encrypts information as it’s entered, for your usernames and passwords. Although this can be unpopular due to the vulnerability of access to your accounts should your laptop or device be stolen, not having to actually type user-

names and passwords in-flight means the hacker has no critical keystrokes to collect. 1 Think twice about doing online banking or fund transfer activities, particularly via websites instead of dedicated apps, and report any suspicious account behaviour immediately to your bank. Separate to security, if you or your boss are frequent flyers, consider reducing costs by pre-purchasing the in-flight internet before take-off. You’ll need to know which service your airline uses (there aren't a whole lot), but the major providers offer the best deals. Some even extend the service for use on the ground, which can be a good saving over the usual global roaming. E

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OFFICE ESSENTIALS

We take a look at the latest musthave products for the office

ACCESSORIES

Side-mount the mac

tIf you constantly wish for more screen space, or

want to run work apps separately to the device you’re working on, the Mountie clip could be an affordable accessory for your workstation. Attach your iPhone or iPad to the side of your MacBook and the clip design will allow you to have a separate screen by your side whenever you’re at work. It’s ideal for Skype meetings, FaceTime or copying sensitive information from a non-connected smartphone or tablet. It comes with multiple grips to make it compatible with all current and future models of iPhone and iPad. INFO

www.amazon.com

FURNITURE

Reﬁned recline sThe modern desk is ﬁnally catching up to the world

of technology. Altwork is a mechanical desk, redefining how you access your computer and encouraging productivity at a comfortable and health-conscious workstation. The entire structure is flexible and moves fluidly through four key positions, which include standing, sitting and reclining. Rather than hunching over to reach your laptop, Altwork brings it to you with a simple push of a button and comes complete with both head and foot rests. INFO

HARDWARE

Digital highlighter tIRISPen Air 7 is a highlighter with a technical twist. This

wireless pen scans efficiently and accurately anywhere you go. Compatible with Mac, PC, iOS and Android devices, it relies on a Bluetooth connection and scans directly to your device. Simply slide it over printed text or numbers from any type of document and the text will automatically be retyped in your computer, regardless of whether you use Word, Excel, a text editing application or web-based editor. Plus the text-to-speech feature allows you to hear the text. INFO

www.irislink.com

FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

www.altwork.com

28,29_EPA_Feb_Mar17*final_Layout 1 30/01/2017 13:38 Page 29

TECHNOLOGY

Real time collaboration

EPIC APPS 1Password

tThe newest addition to Google’s G Suite, Jamboard provides

real time collaboration on a technological scale, whether your team is together in the conference room or spread all over the world. The Jamboard is a movable screen with an integrated stand, wheels, and single cable set-up. A built-in HD camera, speakers, and WiFi allow for video conferencing and broadcasting through Google Hangouts. You can also pull in work from docs, sheets and slides, and share photos. In addition to live collaboration with other Jamboards, smartphone and tablet apps allow teammates to work remotely while seeing and making additions to the board. INFO

FREE

Passwords can be easy to forget, especially if you have more than a few – which you most deﬁnitely should have if you want to stay safe online. 1Password manages web logins and sensitive information for you. It has a user-friendly interface and is available on your desktop, smartphone or Apple Watch. The system works by generating secure passwords on your behalf and entering them on websites using its free Safari and Google Chrome extensions. INFO

http://gsuite.google.com/jamboard

STORAGE

Storage like a pro sSimply put: your MacBook Pro storage doubles in

size. TarDisk Pear is the only product on the market that expands your existing MacBook drive into one uniﬁed volume with no additional tools. Plug it in and instantly merge the 256gb of digital space with your existing drive. It’s a revolutionary way to add capacity to your MacBook Pro without additional costs – and your ﬁles will stay protected. INFO

www.tardisk.com

AdobeSign FREE TRIAL

Formerly Adobe EchoSign, AdobeSign makes it faster and easier than ever before to securely sign and manage your documents across various different devices. Now you can speed up your next contract agreement by e-signing documents and forms, and then sending them on to others whenever their signatures are required. This clever piece of kit could revolutionise the way you get work done. INFO

tBring some order to the chaos of daily office life

with the Joan Digital Door Label for Meeting Rooms. More than just a device, Joan ensures everyone in the office is informed. Simply attach the devices outside meeting rooms, connect them to your calendar and Joan will display all the relevant information. Employees will no longer have to wonder if a certain room will be available at a speciﬁc time: Joan says it all on its super sleek e-paper display. More energy efficient than LCD screens and lasting months before needing a charge, Joan is also environmentally friendly. INFO

www.send-anywhere.com

Hopper

TECHNOLOGY

Digital door display

www.1password.com

FREE

This clever money-saving app gives airline bargain hunters an advantage by analysing prices and trying to predict when they will be at their cheapest. The app’s data science team has collected a huge historical archive of trillions of ﬂight prices and shares them with users via predictions. Of course a prediction doesn’t guarantee you a cheap ﬂight but Hopper claims its estimations are 95 per cent accurate. INFO

www.hopper.com

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FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

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World’s most powerful PA President Obama’s former PA talks snacks, tasks and messing up

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CHRISTMAS PARTIES + TRAVEL + GADGETS + VENUES + EVENTS

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INSIDE THIS ISSUE:

READER RECOMMENDED

The city’s newest developments will push it to the top for business events

VENUES, EVENTS & SUPPLIERS

Would a sweetner seal the deal? We explore the world of loyalty and rewards schemes for EAs

PA of the Year RIDES INTO TOWN

EA POWER President Obama’s former EA reveals the secrets of working for the most famous man in the world

INSIDE

VENUES + TECHNOLOGY + CAREER + NEWS + TRADESHOWS

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Would you be happy if your colleagues knew your salary? INSIDE

Perfect presents

There’s something for everyone with our Christmas gift list

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Leading the way

Setting up a volunteer network and navigating your ﬁrst event

We look at how the PA’s role has changed and what the term ‘thought leader’ means for today’s assistants

London: open for business We explore what the capital can offer corporate groups

INSIDE

VENUES + EVENTS + PRODUCTS + TRADESHOWS + READER EVENTS

The tricky art of giving

Do you know what is and isn’t acceptable in the world of corporate gifts?

University challenge

Why PAs should study what’s on offer at academic venues

INSIDE

VENUES + AWARDS + PRODUCTS + TRAINING + READER EVENTS

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31,32,33,34_EPA_Feb_Mar17final_Layout 1 31/01/2017 12:36 Page 31

6 STEPS TO CONFERENCE SUCCESS

Conferences: any seasoned PA can organise one but it takes a power PA to organise one that really gets results. At Executive PA Media, Cora Lydon polled our readers to ďŹ nd out what really can make or break a conference t

EVENTS

FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

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tWHEN IT COMES TO successful conferences it’s often

the smallest detail that can win over or turn off your delegates – anyone else sat through a conference where the venue has no natural daylight or a rattling air conditioning unit? Getting those small but crucial details right comes down to the careful planning of a PA, says James Vincent, managing director of Royal Armouries (INT) plc: “Spend plenty of time getting a clear understanding on why the event is being held. Gatherings are expensive to hold and take your team away from delivering, so it’s vital enough planning time with senior people is taken.” To help with your event organising we’ve uncovered what other PAs and experts deem to be the most important factors for conference success.

SERVICE

“What can make or break a conference? One word – service,” declares Michelle Woods, PA to the regional general manager of international markets at R Twining & Co Ltd. “I truly believe the service you receive from staff at all levels at your chosen venue in the run up to, and for the duration, is key to making your life as the event organiser either a really great or a truly awful experience,” she explains. It’s a sentiment that Christine Boyle, PA at the University of Exeter, agrees with. Talking about an events team, she asks: “Are they competent? Do they care as much about your event as they do about generating income? Are they available when you need them, and [do they] provide sufficient, appropriate information? Do they go the extra mile to ensure that your needs are met?” She’s right to ask these pertinent questions, as working with a competent events team will only serve to make your role easier. They can advise on details like room set-up and schedules, drawing on experience they’ve gained from working at the very venue you’re using.

MARRYING THE VENUE WITH YOUR EVENT

It sounds simple but you’d be surprised at how many people are swayed by a fancy venue, even if it doesn’t suit the style of event they have in mind. “When planning a conference I think it’s important to choose a venue that suits what we want the conference to achieve, based on atmosphere and location,” explains Christine. “The space has to match the conference,” agrees Charlotte Ellis, an EA at Freeview. “If it’s a creative conference with lots of marketing folk it can’t be corporate and old fashioned. However, if it’s a conference for Board members to discuss strategy and other important business matters then a more muted and formal space is required. Ultimately the make or break of a venue is if it’s suitable for the event. Does it match the agenda?” By fully understanding the desired outcome for your conference you’ll be in a better position to rule in or out certain venues. And when drawing up your shortlist, do take the time to ﬁnd out if they’ve held this style of conference before – will you be attempting to pull off something that has previously fallen ﬂat or an event that’s not been tried at this location? It doesn’t mean it won’t work but you may need to address some issues to make it happen.

CONNECTIVITY

It may seem like a small thing but if your delegates can’t check their emails, browse the internet, update their Facebook status or call the office then you’re going to be facing some very unhappy people.

FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

Hosting an event somewhere off-thebeaten-track? There’s little you can do to mitigate an out-of-the-way venue – but Charlotte offers up some advice for more secluded spots:

“If the venue is in a slightly obscure location I ask the venue how they best describe where it is so I can include this on the invite. They would be hosting events all the time so will know which description is most effective!”

“I recently took an exclusive hire of a grand country house hotel for an overnight conference/away day,” recalls Yvonne Reay-Scott, Executive Assistant to CEO and General Counsel at IDI Gazeley. “I made a site visit to personally check and test everything prior to signing the contract and weak internet/mobile signal would have been a deal breaker.” No matter how absorbing your conference is, the reality is that your delegates may still have important business they need to keep on top of, so being able to do this during breaks or lunch really can be crucial.

31,32,33,34_EPA_Feb_Mar17final_Layout 1 31/01/2017 12:36 Page 33

But don’t just take the venue’s word for it – make sure you do a site visit as Yvonne did, and check it out for yourself. You can also take a look at mobile phone coverage for different networks online, by visiting www.which.co.uk.

BREAK-OUT ROOMS

“Conference days where delegates sit still for six or more hours listening to the corporate review and plans for the future are fast fading into old thinking,” advises James. “Shaking the day up; delivering thought provoking ideas then breaking the day into main and break-out sessions keeps the energy of the delegates up and the tempo of the day high.” When exploring venues, do carefully consider what breakout space is available. If you opt for a main room plus a separate break-out area then you’ll need to factor some extra time into your schedule: “Transition time and wandering will eat into the efficiency of the day,” cautions James. If you’ve found a venue you love but it doesn’t offer a breakout room, it doesn’t mean you have to dismiss it: “Booking a large room for the main conference can allow space for exhibitions or, perhaps, sister companies,” says James. “So when there’s reg-

istration or comfort breaks the delegates can stretch their legs but you utilise that time keeping them on message.” You can also use lighting or room layouts to help make one space multi-purpose, catering for your main conference event, registration and breaks, adds James: “One big space can be cleverly sub-divided, revealing interesting associated products or ideas. Rooms can be created within a larger space using inﬂatable pods, complete with sound systems and full AV gizmos, building in the right lighting. This allows large spaces to be utilised well and keeps delegates together.”

THE SCHEDULE

James suggests that if your delegates are travelling some distance to attend it’s wise to build in breakfast on arrival. He also recommends allocating a speciﬁc block of time for registration and allowing the space for this, but also having something interesting for delegates to do while they wait for the event to start. “A mid-morning break is essential. Allow half an hour so networking, a comfort break and some caffeine can be digested,” suggests James. “Lunch can be casual; allow traditional seating and some poseur tables so legs can be stretched if t FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

31,32,33,34_EPA_Feb_Mar17final_Layout 1 31/01/2017 12:36 Page 34

trequired. Think about how the menu is structured. A formal

seated lunch might work if you have a keynote speaker during that break but keep the pace up as your delegates have been seated all morning: a more relaxed buffet service may be a better alternative. Twenty to thirty minutes in the afternoon will allow enough time for a drink and comfort break and a quick catch up of text and email messages. Your delegates will have one eye on the exit so an on-time start for the ﬁnal session of the day is desirable.”

COMP ET IT IO N

ROOM LAYOUT

In amongst all the decisions surrounding what to serve and which keynote to book, it’s easy to forget one important consideration – the room layout. As Anuoska Evariste, EA at Pearson UK, points out; “all parties need to be able to view presentations and the presenter with ease.” A few points to consider:

Theatre-style 1 Good for large numbers of people. 1 Ideal if you want your delegates to take notes. 1 When setting this up, allow adequate room between each chair so attendees don’t feel hemmed in. You could offset each row to provide better views. U-style 1 Great for smaller groups as it enables interaction, and tables are good for note taking or working on tasks. 1 If you’re seating people only on the outside of the U, think about skirting the inside. Classroom-style 1 Ideal if you plan to serve refreshments during the conference while people are still at desks. 1 However, group interaction is minimal and can be hard for everyone to see a presenter. Boardroom-style 1 Great for small groups when you want to foster interaction – although it takes up a lot of room for few people. 1 It’s great for discussion groups but not so useful if you’re including presentations or speakers. E

Win a night’s stay at The Lensbury The Lensbury is a four star hotel, conference centre and premium leisure club. Located in 25 beautiful acres of grounds on the banks of the river Thames at Teddington in West London, it is conveniently close to Heathrow Airport and just 20 minutes by train to London Waterloo. Facilities include: 1 171 en-suite bedrooms.Stay rates include use of the extensive Lensbury leisure facilities. 1 A purpose built conference centre with 30 meeting rooms offering capacities from 2 to 180 delegates. 1 Free onsite car parking for 200 cars 1 Free WiFi throughout The Lensbury site 1 Extensive leisure facilities including a 25 m pool, tennis, gym, sauna, steam, spa, and watersports. 1 Teambuilding – water based activities on the river and land-based

HOW TO ENTER Enter our free prize draw to win a night’s stay at The Lensbury for two people in an executive room, including full English breakfast and use of the Lensbury leisure facilities. To enter visit www.lensbury.com/offers/win-anovernight-stay and ﬁll in your details. We will make the draw at the end of February 2017. Good luck! INFO For more information contact conferences@lensbury.com on 020 8614 6500 or visit our website at www.lensbury.com

FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

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Cotton on to Manchester The industrial revolution turned Manchester into a hive of enterprise but what does the city offer the business traveller in 2017? Andy Hollis investigatest DESTINATION

FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

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tONCE THE WORLD’S LARGEST marketplace for cot-

ton goods, thanks to the lucrative spinning industry, Manchester has woven a reputation as a melting pot of innovation in science, art and technology. Public and private sector investment has transformed the city in the past 20 years and, in 2014, the Economist Intelligence Unit ranked Manchester ahead of New York, Rome and London in a list of the world’s most liveable cities. Meanwhile, the city’s vast array of major companies, leading media organisations, start-ups, small chains, independents and budding entrepreneurs ensure a busy events agenda. It ticks the tech box too, ranking 16th in the 2016 European Digital City Index report.

GETTING THERE – AND GETTING AROUND Manchester International Airport handles more than 23 million passengers each year. If your boss is flying in, perhaps from Scotland or Wales, they can get to the city from the airport via train but if you’ve organised car hire, the city centre is only a 20minute drive away – they could quickly be treating themselves to the local delicacy; a Manchester egg (like a Scotch egg; only with black pudding instead of sausage meat). If a private flight is preferable, or they’re jetting in after an international meeting further afield, give your boss some peace and quiet to get some work done by opting for the smaller City Airport Manchester, just six miles west of the city, which handles charter flights. Once in the city, there are an impressive 8,880 rooms and suites to choose from, with a total of 323 located in ManWhy not arrange it for a Friday chester’s three five-star hotels. afternoon with an overnight stay? And getting from A to B is simple. The hospitality and shopping at Manchester Piccadilly and Manchester Manchester Arndale and the Victoria are the two main railway stations famous Trafford Centre is not to be which, together with the Metrolink trams, missed. Of course, you could tie in can whisk your boss around the city. a career-focused activity too, at the Tickets must be bought from machines newly launched Adam Fidler in advance but travel cards are available Academy for PAs. on the ‘Get Me There’ app.

Doing a pre-site visit?

A GREAT PLACE TO DO BUSINESS This prominent city is certainly an increasingly popular business destination. Since 2013, the number of events booked at Greater Manchester venues has grown by 14 per cent, which resulted in a very positive 9 per cent growth in the economic impact generated by delegates. Last year, Greater Manchester hosted 4.5 million delegates and serviced 7.4 million delegate days, according to the 2016 Conference Value & Volume study. As a result, MIDAS, Manchester’s inward investment agency, has billed the city as a very special and unique business location: “Manchester’s home-grown companies co-operate with the world’s biggest brands that have chosen to locate here. It has all the ingredients of a successful, international business location that delivers high quality, yet cost-effective, solutions." And it’s true, there are a rich diversity of businesses among Manchester’s mix of Victorian industrial mills and glass skyscrapers. For financial and commercial services meetings, your manager will be heading to Spinningfields but if you’re in the creative industry, it’ll be the bohemian Northern Quarter. The sectors the city caters for are increasingly diverse too, with a growth in non-corporate business: national association, international association and the not-for-profit sector, for example. 36

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If your boss is extending their stay to check out the area... 1 FINE DINING: Randall & Aubin is an Anglo/French brasserie that specialises in seafood and has garnered a devout following in London – the Manchester site launches in April. 1 CULTURE: Manchester has a thriving theatre, opera and dance scene, and the arts will be celebrated this year at the biennial Manchester International Festival, from June 29th to July 16th. 1 THE GREAT OUTDOORS: The Pennines, the Lake District, the Peak District and Snowdonia are all just over an hour away.

HOSTING AND ATTENDING EVENTS Manchester is a hive of corporate activity and if you’re planning to send your boss there between September and November, book in plenty of time because this tends to be the busiest period for venue booking. The city has two main well-established conference centres: The Manchester Conference Centre and Manchester Central Convention Complex. But for something smaller, there are some exciting new options becoming available during 2017: For somewhere special to stay and host the luxurious, designled Oddfellows On The Park will open in March, offering 22 boutique bedrooms within a striking Victorian mansion in Bruntwood Park. Why not arrange your event there too? There will be two event rooms and private dining for up to 80, while cocktail parties can be arranged for more than 100 people. After the success of its sister venue in the Northern Quarter, serving as an incubator for creatives and digital nomads, Ziferblat opens at MediaCityUK in early 2017. The original has ﬁve quirky meeting rooms that host between 18 and 250 people, and a dining room for smaller events. The Sitting Room, which can be arranged as desired, is a relaxed, open area with

a balcony, a fully stocked kitchen, breakfast bar, piano and record player – ideal for off-the-beaten-track events. For parties the Principal Manchester has 271 bedrooms, hightech meeting rooms and a ballroom for up to 1,000 but it’s also going to be a social hotspot. Its restaurant, The Refuge, has a private dining room for intimate gatherings of eight to 10 (and its glass wall means you can still be part of the restaurant atmosphere), whilst the The Refuge’s Den accommodates 60 to 80 people with a private bar, big screen, foosball and snooker.

WHAT’S ON THIS YEAR? Last year’s Euroscience Open Forum brought 3,000 policy makers, journalists and educators from 90 countries to discuss scientiﬁc breakthroughs in Manchester and 2017 promises even more large-scale events. The Diabetes UK Professional Conference will attract 3,000 delegates, closely followed by the Informatics for Health event in April, expected to bring 1,000 health information technology-related visitors to the city. At the end of the year, Manchester will host the 8th Children’s Global Media Summit; a great opportunity to emphasise the city’s creative experts. E FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

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TO BOOK OR NOT TO BOOK?

That is the question. And when it comes to luxury executive travel the answer might surprise you, says Cora Lydon t

TRAVEL

FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

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tDESPITE IT BEING nearly a decade on from the last reces-

sion, many Executive PA Media readers still recoil in horror at the thought of booking their manager some form of luxury travel for their next business trip. Throw into the mix uncertainty over Brexit, receding budgets and the need to look financially and environmentally responsible, and you can see why few PAs are booking the likes of private jets, chartered helicopters or self drive classic cars. Instead, scheduled airlines, modest cars and 2nd class rail travel have come to the forefront. But those PAs who are booking first class executive travel are reaping the benefits… “We no longer use helicopters; it gives the wrong impression, particularly to customers,” explains Yvonne Reay-Scott, EA to the CEO and General Counsel at IDI Gazeley. But that doesn’t mean her company have ruled out all forms of luxury travel – they’ve just adapted what they book to suit the current business climate. “We can certainly justify the use of chauffeurs for ground transportation. With the company I use, aside from quality cars and that they note our executives’ personal preferences and requirements, I rely on the fact that they monitor the roads for traffic situations and give us real time updates of potential delays,” she explains. “Our executives can work in comfort and, after a long-haul flight, relax whilst checking emails. The little things that the chauffeurs do, like carrying cases from airport arrivals, car doors being opened, a bottle of water offered, make a difference to making a journey tedious or bearable. Our execs also receive a text to say the car is approximately 15 minutes away and again when the car is outside, so there’s no need to stand outside in the rain or cold waiting for their transport home.”

TIME IS MONEY Indeed it’s these little details that can sway a PA over what to book. At the heart of the decision is time and cost efficiencies but the fine art of assessing this is more than just looking at the bottom line. Booking a regular train ticket is likely to be cheaper than a chauffeur – but what if you have to start factoring in taxi rides to the train station, and what about the fact the boss will be out of the office for twice as long? In business, time really is money and a manager’s absence due to slow or indirect travel can soon add up financially. Of course, industry and size of the organisation can dictate the form of travel used. In constrained economic conditions it wouldn’t be wise for some companies to be seen to be extravagantly booking luxury travel and, in fact, to do so could generate some negative press headlines – as Sports Direct founder Mike Ashley found out. In 2015 Ashley came under fire for poor working practices for his staff, yet he revealed that he travelled to work by helicopter. In a BBC Breakfast interview, the businessman said: “I do fly to work by helicopter; it’s a reality. People will say, ‘How can you have a plane when your workers are on minimum wage?’”

BALANCING ACT While the decision over what to book won’t be made solely by the PA, they’re often left to use their discretion over the most appropriate and ﬁnancially suitable travel, guided, of course, by company guidelines. Christine Boyle, PA at the publicly funded University of Exeter comments: “I would love to see the look on the ﬁnance officer’s face, or even the boss’, if I suggested arriving somewhere 40

FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

Which is the right self-drive car for your boss? When they want to make the right impression Bentley Continental GT When the family goes, too Range Rover Vogue When they want the thrill of the ride BMW M5 When they’re clocking up the miles Audi A6 When the environment matters Mitsubishi Outlander Hybrid

by helicopter! I might try that just for fun!” But she does concede that opting for something more luxurious, rather than cramming into the 7.40am to Paddington has its advantages. “We do book private cars and ﬁrst class train tickets for executives sometimes, which can be important to allow them to work and to arrive prepared, on time, and ready for meetings. It can save time and money; and even more importantly, it can save physical and mental energy. The executive’s schedule is the top inﬂuence when booking more luxurious travel – does it save time, allow the person to work, and allow them to arrive in a prepared and relaxed state?”

A GROWING INDUSTRY Although many may presume growth in the luxury executive travel market is slow, it’s actually anything but. According to a special study from the World Travel Monitor, commissioned by ITB Berlin, the global luxury travel sector has shown an impressive 48 per cent growth over a ﬁve-year period, in comparison to other tourism and travel sectors, which grew only 24 per cent in the same period. And, whilst holidays abroad dominate the luxury travel industry at 74 per cent, the remaining 26 per cent is made up from

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business travel with meetings, incentives, conventions and events as the purpose for most trips. In the UK, TAG Farnborough Airport, the country’s only dedicated business aviation airport, has seen a year-on-year increase in air traffic movement of 1.5 per cent in 2016. It could be that, in the last year or two, companies have wised up to the false economy of shunning luxury corporate travel when it’s necessary. In the Amadeus Business Travel Insights 2014 report, 40 per cent of travellers reported cuts to their travel budgets in 2013 and nearly a quarter (21%) said such cuts have made them less willing to travel for work.

LOOK TO THE FUTURE The 2017 Global Travel Price Outlook, from the Global Business Travel Association (GBTA) and Carlson Wagonlit Travel, identified six key risks likely to impact on travel prices as we head into 2017: emerging market performance; financial market turbulence; geopolitical risks; uncertainty surrounding Brexit; potentially fluctuating US interest rates; and oil prices. But this doesn’t mean businesses automatically need to panic and put a stop to more luxurious – and expensive – forms of travel. Rather, explains Jeanne Liu, GBTA Foundation’s vice pres-

ident for research, it means being able to adapt: “While business travel repeatedly demonstrates its resilience, the high level of global uncertainty we face heading into 2017 means travel buyers have to be more nimble and flexible than ever in crafting travel programmes. The outlook shows only marginal increases or flat travel prices, but for 2017, the key to building successful travel programs will be watching and reacting to an ever-changing global landscape.” As the way businesspeople are travelling is changing, so is the market for luxury executive travel. No longer is corporate travel seen as a grind to get the job done – but rather an opportunity to carry out business, then extend a stay for pleasure purposes. “From what we see from travellers at Booking.com, the definition of the perfect business stay is definitely evolving," says Ripsy Bandourian, senior director of product development, Booking.com for Business. “With our research showing that 75 per cent of business travellers intend to extend their business trips to further explore the destination, travelling for work is no longer just a chore to be endured, but is being redefined as a pleasure to be savoured.” And a key part of that pleasure is doing it in style by opting for the more luxurious modes of transport. E FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

Frankfurt 16–18 May 2017

We’ve all grown stronger through collaboration

What is IMEX? Each May, event planners from around the world come to IMEX in Frankfurt to meet with destinations, hotels, venues and suppliers. It’s an ideal opportunity to do business, make new contacts, and catch up with what’s new in the meetings industry. Working together for 15 years IMEX in Frankfurt is built in collaboration with our extensive family of partners. Be they strategic, industry, association, education, media or travel, our worldwide network means that when visitors come to our show, they can meet face to face with the best of the global meetings industry under one roof. Let’s shake hands Thousands of partnerships are born at IMEX each year. So if you’re looking to breathe new life into your events, come to IMEX to meet the right people and be inspired. Go online for IMEX in Frankfurt highlights and recommendations from our partners.

Registration is open and free. We look forward to seeing you there.

The worldwide exhibition for incentive travel, meetings and events.

imex-frankfurt.com #IMEX17

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Melbourne means business Melbourne, the coastal capital of the southeastern Australian state of Victoria, is a top pick for UK businesspeople, says Gwen O’Toole. After all, its 1.2 million British residents can’t be wrong t

DESTINATION

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tMELBOURNE, KNOWN AS THE unofficial sporting

capital of Australia with its famous Melbourne Cricket Ground, has the ﬁfth largest economy in the Asia-Paciﬁc region and the 12th largest in the world, boasting 24 years of uninterrupted economic growth and high personal wealth. It’s consistently ranked as the world’s most liveable city by The Economist, with its general quality of life and easy transport systems. But it’s not just great for its residents – Australia was recently listed by the World Bank as the 10th easiest country in which to do business. And now, with several new venues expected in early 2017, you’ve got a destination primed to welcome your next conference or incentive group. Australia and the UK are not strangers to doing business together. More than 1,000 British companies (from BP, HSBC and Virgin to small and medium-sized companies) operate in Australia and more Brits reside there than in any other foreign country. Of course, the common language and familiar products are a great advantage but Australia is also attractive due to its strong technology industry, strong intellectual property protection and great business and consumer base.

THE BUSINESS HUB Before business begins, your boss will be pleased to hear that, after their long ﬂight, there are an abundance of hotels to suit every taste in Melbourne; from luxury business suites to serviced apartments to spread out in. For meetings, they’re likely to be heading to Melbourne’s city centre, known as the Central 44

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What’s new for 2017? EVENT SPACE: Melbourne has recently welcomed brand new venue QT Melbourne. Located on Russell Street, it comes with a rooftop for events and capacity for up to 185 people who will all swoon over the view. HOTELS: The historic Hotel Windsor is undergoing a renovation to become a six-star destination, complete with butler service, when it opens in 2019, whilst Four Points by Sheraton will open its doors in late March 2017 in the Docklands, with 273 rooms and suites. HOTEL AND EVENT SPACE: Australia’s very ﬁrst Hyatt Place hotel will open just a short distance from the Melbourne Airport this year. The Hyatt Place, with 166 guest rooms and 1,700 square metres of event space, will be connected to the recently opened Australian Events Centre in Essendon Fields. BREAKING OUT: Melbourne Cricket Ground will reveal its new zipline and roof walk. Meanwhile, perfect for a teambuilding experience you can’t match here in the UK, Urbnsurf, (the ﬁrst man-made surf park facility in Australia) is opening near Melbourne Airport.

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Business District (locally referred to as the CBD), which is characterised by spacious, tree-lined streets with tram lines. Here, they’ll notice the business culture is similar to the UK. It’s fairly informal, with down to earth attitudes, colleagues addressing one another on a ﬁrst name basis and an appreciation of hard work. Socialising with colleagues is common, too. Melbourne corporate-types are also results-oriented and appreciate clear hierarchies for decision-making. Although overtime happens for tight deadlines, there’s a focus on healthy work/life balance. When it comes to venues, there is an excellent selection; on the water, at the Docklands precinct, on the Yarra River or hidden amongst its famous laneways. One you won’t miss is the Melbourne Convention and Exhibition Centre (MCEC), or Jeff’s Shed, as it’s known by the locals. Just a short tram ride from the city centre, the MCEC is undergoing an extensive expansion, increasing its total size to more than 70,000 square metres, whilst its staff are focusing on working closely with EAs to to deliver all-important business events.

GETTING AROUND Locals favour public transport as the cheapest and most convenient option; some city-dwellers don’t have a car at all due to regular traffic jams, high parking fees and ﬂuctuating fuel prices. The public transport system is very user-friendly, with the two main modes being trains, serving both inner and outer suburbs and, more famously, the city’s trams. Pop a note to your boss about the free City Circle tram, which is by far the most popular. On route number 35, it loops the CBD and stops around all the well-known attractions. There’s a free shuttle bus too. The greater city can be accessed easily using public transport, which has just signiﬁcantly improved with the launch of 24-hour services on weekends. This means restaurants, retail outlets and all kinds of nightlife will be available, should your boss and their colleagues be looking for some downtime after a long day in a meeting room.

Melbourne: the facts VISA REQUIREMENTS: All visitors need a valid passport and Visa. British citizens can get an eVisitor Visa without an application charge or service fee from the Australian Department of Immigration and Border Protection. Alternatively, the Electronic Travel Authority can also supply this, but for a service fee of 20 Australian dollars. CURRENCY: Australian dollars – it’s worth noting that Melbourne is Australia’s second most expensive city, after Sydney. DISTANCE FROM UK: Approx. 24 hours TIME DIFFERENCE: 11 hours ahead of the UK CLIMATE: Their seasons are the opposite of the UK – summer officially begins on 21st December, although it doesn’t warm up completely until at least the middle of January. Be prepared for much better weather than at home though – Melbourne enjoys warm-hot summers, balmy and mild climates during spring and autumn, and cool winters. PUBLIC HOLIDAYS: 26 January (Australia Day), second Monday in March (Labour Day), 25 April (ANZAC Day), 13 June (Queen’s birthday), 30 September (Grand Final Day) November 1 (Melbourne Cup Day). Easter and Christmas holidays are similar to the UK. LANDMARKS: In the heart of the CBD, you’ll ﬁnd Flinders St. Station, along with the Yarra River, which ﬂows right through it.

FOOD AND DRINK Foodies love Melbourne and Melbourne loves its food. So much so that the city has invested in making itself a foodie wonderland with a variety of special events throughout the year. Time the visit right and your boss could have a fabulous addon to their conference itinerary, as this year Melbourne will host the World’s 50 Best Restaurant Awards. If your boss is inviting anyone to dinner, they’ll impress the locals by suggesting one of the well-known foodie streets. Lygon St, in the Carlton neighbourhood, is lined with Italian restaurants; Little Bourke St in the CBD is the heart of the city’s Chinatown; Ackland St in St. Kilda is lined with restaurants serving all types of cuisine; Victoria St in Richmond is famed for Vietnamese food, and Brunswick St in Fitzroy is where to head for good bars.

CULTURE

If your boss has a spare hour... Tell them to visit Eureka Skydeck 88 (entered at 7 Riverside Quay, Southbank), which is said to be by far the best place for a view of Melbourne. At 285 metres high, it’s the highest observation deck in the Southern Hemisphere.

Melbourne is home to great parks and gardens, whilst its alleys, lanes and arcades offer great spots for coffee and fashion ﬁnds. If your boss is into museums, tell them to round off their trip with a visit to the National Gallery of Victoria, which has more than 65,000 pieces. And recommend going to the Federation Square, better known in Melbourne as Fed Square. It hosts The Australian Centre for the Moving Image and the National Gallery of Victoria, dedicated to Australian art. There’s free WiFi throughout the entire square too, so they can keep on top of e-mails! E FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

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Ask the concierge William Thomson, head concierge at Macdonald Randolph Hotel, Oxford, recommends his favourite dining spots around the city CORPORATE DINING

Acanthus Restaurant

Latin for thistle, Acanthus’ all-day dining menus are inspired by the Macdonald Group’s roots. Expect the very best Scottish steaks and sustainable seafood, as well as local produce. Dine in sumptuous surroundings then enjoy a post-dinner cocktail in the stylish Cartoon Bar, which offers more than 35 gins, an excellent cellar of wines and over a dozen champagnes. INFO

www.macdonaldhotels.co.uk/randolph

Pierre Victoire

This is one restaurant not to be missed if you adore European cuisine made with love by people who care passionately about what they do. Pierre Victoire opened in Oxford back in 1996 as somewhere for people to enjoy authentically cooked, traditional French dishes, in an old-style environment and with reasonably priced menus. INFO

The beautiful walk from the city centre, up the Oxford Canal and across the picturesque Port Meadow sets the scene for your arrival at The Perch. With a roaring, open ﬁre to welcome you, and comfortable Chesterﬁelds surrounding the tables, it’s like arriving home. The locally sourced, traditional food is always exquisite; from roast pheasant to suet top venison pie, to slow cooked, melt-in-the-mouth lamb. INFO

www.the-perch.co.uk

The Folly Restaurant

The Folly Restaurant probably offers the loveliest setting in Oxford for a summer dinner; dining on the ﬂoating pontoon, on the waters of the River Thames, as the sun majestically sets. It occupies a unique riverside position and provides simply served, excellently cooked dishes, crafted from the very ﬁnest locally sourced ingredients. INFO

www.pierrevictoire.co.uk

The Perch

www.no1-folly-bridge.co.uk

4500 Miles from Delhi

Beat the heat with the hottest dishes at 4500 Miles from Delhi, one of the city’s liveliest Indian restaurants. It oozes with class, from the décor to the superb cuisine to the fashionable clientele. Classical Indian tradition is observed and only natural ingredients incorporating fresh herbs and spices are used in the preparation of its dishes. This is Indian food as it was meant to be. INFO

www.4500miles.co.uk/oxford

E Our thanks to William and Macdonald Randolph Hotel, Oxford: www.macdonaldhotels.co.uk/randolph

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TECHNOLOGY PROFILE

Promotional feature

Meeting space makeover Is your meeting room a #throwback to the year 2000? We have all been there… it’s the big day and the all too familiar “No Screen Signal” presents itself. There is nothing more embarrassing and frustrating than hosting a meeting where the presentation technology fails us, and yet for many this is still the norm! Falling at the first hurdle like this halts the meeting flow in its tracks, aside from setting an unprofessional tone, from which it can be very hard to recover. If this sounds familiar, then it’s time to give your meeting space an MOT. With the right solutions, you can increase the quality of your meetings whilst decreasing the time actually spent in them! Transform your meeting space Seamless and productive meetings are not the stuff of science fiction, with a range of conferencing solutions available with inherent benefits for employees and organisations, this can be your reality.

Be spontaneous! Always unplugging laptops between presentations? Introducing ‘BYOD’ to your meeting spaces means that presentations can be seamlessly shared using smartphones and tablets wirelessly. ‘Bring Your Own Device’ represents the ability to present new ideas and share best practice and most of all collaborate – to be ﬂexible and spontaneous!

Be dynamic! Are your meeting rooms always double booked or frustratingly left unused because of a no show? Make your spaces work harder and ensure resources are managed efficiently with a room management system. Room and desk screens allow anyone to check-in, book an available space or release it, whilst essential real-time data is gathered about each booking, helping you perfect and adapt your evolving, dynamic workspace.

Get sustainable! Champion remote participation and more sustainable and resource smart strategies for meetings with a video conference system. Cloud based systems are affordable and so simple that even the most technophobic can master them in 48

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seconds, and the beneﬁts of video conferencing are well known, from keeping dispersed teams connected, to promoting more engaged and personal relationships throughout your organisation. Pyramid provide solutions for everything from cable management to full blown video conference suites, huddle rooms and boardrooms, whilst our regular scheduled maintenance contracts ensure you maximise the resources you have, give peace of mind, and leave a positive lasting impression on employees and clients alike. Talk to our team to gain a better understanding of the options available and make your meeting room tech work for you. We are The Pyramid Group, an awardwinning AV services provider with a range of solutions, tricks, and 20 years of experience up our sleeve. Our highly skilled and trained staff, design, project manage, install and support audio visual systems across the UK and Europe. E INFO For more information visit www.thepyramidgroup.co.uk or telephone 0800 0185933. You can also follow The Pyramid Group on twitter: @Pyramid_AV

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Gastronomer’s guide Kevin Dalgleish, executive chef at The Chester Hotel’s IX Restaurant, in Aberdeen, shares the delicious details of his signature dish CORPORATE DINING

T H E S I G N AT U R E D I S H

Burnside farm roe deer loin, haunch, chestnut, beetroot and pomme rosti

“If you like beef or game, you’ll love this dish. It has a lighter ﬂavour and is a very succulent, low fat meat, so makes a great option if you’re trying to get over the indulgence of the festive season. Currently available from IX Restaurant’s à la carte menu, the dish was brought on in November. It’s been very popular so we may just tweak key seasonal ingredients, such as the chestnut, for the spring menu. When we design our menu all of our chefs get involved, so this dish has the combined creative input from our seven-strong team. We really like to pick smaller producers; not just for the quality of product and its traceability, but also how they tend to look after the livestock – from beginning to end!”

THE EXECUTIVE CHEF

Kevin Dalgleish

A multi-award winning chef, Kevin has more than 20 years’ experience, which includes classical training at The Savoy in London, reaching the quarter ﬁnals of BBC Two’s MasterChef: The Professionals and being named north-east Scotland’s Seafood Chef of the Year. Kevin’s creative use of seasonal ingredients combined with his elegant, simple cooking style are the deﬁning elements of each menu. E FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

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VENUE MENU

Want to know the latest venue to unveil a new look or ﬂing open its doors?

LONDON

New year, new venue Simply oozing opulence, Six Storeys on Soho, hospitality group Camm & Hooper’s fifth London venue, launched in January. Unique and unusual, it offers an enticing journey back to the era of prohibition, when residents and visitors rebelled for decadent evenings. The spectacular building can be hired by room (The Lounge on the second floor is ideal for intimate meals), by floor or exclusively, as the ‘whole six storeys’. Taking over the building allows for 300 guests standing, whilst each floor holds between 50 and 80. For dining, theatrestyle or boardroom set-ups, groups from 20 to 40 can be accommodated. INFO

www.cammhooper.com/six-storeys2

MANCHESTER

Accelerate your teambuilding Searching for inspiration for your next teambuilding event? Handily located in the heart of Manchester Arena, Team Sport has launched its newest £1.5million go-karting track; just what you need to get your colleagues’ competitive spirits racing! The 550m state-of-the-art track and ﬂeet of new carts would work equally well for entertaining clients, with the Arena’s facilities including impressive meeting spaces, private party rooms and a fully-licensed bar. A range of corporate packages are available at the unique location, which is just a ten-minute drive from Manchester’s city centre. INFO

www.team-sport.co.uk/go-karting-manchester

LONDON

Luxury in London If your boss is tech-savvy, book the next corporate get-together at the Hyatt Regency London – The Churchill, which has just refreshed its super connected meeting and event space in the West End. Meeting rooms have a cable-free feel with HDMI, VGA and audio inputs, intuitive AV systems, a retractable projector screen, 50

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ceiling speakers, Apple Airplay connectivity and wireless connectivity for presentations. Guests can collaborate easily, with four devices on-screen at one time, using Wepresent. Each room has a master iPad, giving the client seamless control of the space, light, sound and air conditioning. INFO

www.londonchurchill.regency.hyatt.com

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INDUSTRY OPINION JANE LONGHURST, CHIEF EXECUTIVE, MIA

Your new best friend LEICESTERSHIRE

All about events at Jurys Inn Well-known hotel brand Jurys Inn Group is aiming to position itself as a leader in the meetings industry, adding nine hotels to its portfolio and carrying out substantial event renovations. Jurys Inn Hinckley Island Hotel & Conference Venue, in Leicestershire, has beneﬁted from a make-over; now offering

two conference rooms that hold 350 people cabaret-style and up to 500 theatre-style. An extra 25 meeting rooms were added at the end of 2016. The hotel is close to Leicester and Birmingham, has 600 parking spaces and its own helipad. INFO

www.jurysinns.com/hotels/hinckley-island

LONDON

Saving time at Westminster PAs and event planners are likely to love the new website from The Westminster Collection, the leading consortium for 34 venues in the heart of London. Aiming to provide a quick, easy, time-saving experience, users can access, enquire about and book a host of premium and diverse venues in one place. The format is designed to be seamless and intuitive, tailoring

each online experience to the client’s needs. The Westminster Collection brings together modern and traditional exhibition spaces, museums, auditoria, conference rooms and banqueting halls over a large area of Zone 1 central London, encompassing major landmarks and an assortment of dining offerings. INFO

www.westminstercollection.com

PERTHSHIRE

Perfectly positioned in Perthshire Centrally located and easily accessible from almost anywhere in Scotland, The Four Seasons Hotel in St. Fillans is an ideal venue for intimate conferences, meetings and teambuilding days north of the border. Having just launched its private dining room, seating up to 20, it’s available on a non-residential, residential or exclusive use basis. The hotel can accommodate up to 40 delegates in total with break-out rooms for up to eight. The Four Seasons is nestled in Perthshire; 50 minutes from Stirling train

station, 70 minutes from Edinburgh Airport and 80 minutes from Glasgow Airport. INFO

No matter what type of event you’re planning, or the level of budget you have at your disposal, one of the sure-fire ways to ensure success is to work in partnership with your venue. Make the venue manager your new best friend: they can add so much to the process. The staff at your chosen location should be one of your greatest assets and will have lots of experience as to what does and doesn’t tend to work in their venue. After all, they’re the people that know every inch of their event space intimately! If the venue is given the opportunity to really understand what you’re trying to achieve from the start, they’ll be able to make helpful and insightful recommendations throughout the process. Remember, they’ll have many resources and suppliers at their fingertips that you may be able to call upon. These valuable contacts could potentially help to transform your dreams into reality. Even if some details are sketchy, share the certainties you do have. Make clear in your brief and initial discussions exactly what it is that you’re trying to achieve and the potential numbers involved. Your venue will literally set the tone, so if you want your event to be remembered for the right reasons, consider how you’d like your organisation to be portrayed. The venue manager and their team will also be able to help develop the event schedule; advising on the flow and whether it’s achievable, with regard to refreshments, meal service times and any room or furniture layout changes. If budget is an issue, get creative! From the outset, discuss what the venue can offer in relation to audio visual equipment and styling. It may be that they have ideas on suitable themes that could be enhanced by their existing assets – and it could be something you’d never have even thought of! Not only will it bring some fresh ideas to the table but hopefully some budgetfriendly ones too. Remember, working in collaboration will always pay dividends. E

www.thefourseasonshotel.co.uk

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BOARDING PASS

Healthy outlook for 2017 travel spend Business travel buyers’ budgets will rise for the ﬁrst time in four years, according to the results of the seventh annual Business Travel Show forecast. It reports that 32 per cent of you will have more to spend in 2017, compared to just 29 per cent last year. Volumes of corporate travel are on the up too. Almost half (48%) of those polled expect to be managing more trips this year, with only 15 per cent foreseeing a reduction. However, tightening the purse strings is the biggest concern for 2017, underpinned by reports from business travel management company Carlson Wagonlit Travel and the Global Business Travel Association that reveal average airfares are expected to rise by around 2.5 per cent before the year is out.

Top challenges for travel buyers in 2017 1 Cutting costs 1 Duty of care and security 1 Rising airfares 1 Brexit 1 Enforcing compliance 1 Price variations between booking channels 1 Integrating one travel management company across the whole business 1 Hotel rate management

All the latest news for the corporate traveller

Managing travel via mobile The amount of time people spent consuming digital travel content almost doubled in 2016, rising 44 per cent to a massive 2.4 billion minutes. This isn’t just in the office or at home, however – it is now becoming the norm to pick up that all-important email or make a quick call whilst flying. In-flight connectivity provider AeroMobile has seen its mobile data service increase by 160 per cent since launching 3G connectivity in the air a year ago. Now available with around 20 airlines, including Air France, Qatar Airways and Emirates, AeroMobile connected more than a million flights to 3G in 2016. Meanwhile, if your boss is flying with Qatar Airways, they can now manage their booking via mobile. Using an app, users can be advised of check-in availability, get notified when boarding opens, view their journey details and take a virtual tour of the aircraft.

1 Costs versus compliance 1 Data and how to use it

Scotland takes the lead towards scrapping Air Passenger Duty Airlines have welcomed an announcement by the Scottish Conservatives calling for Air Passenger Duty (APD) on long-haul ﬂights to be abolished, after recognition that charging passengers the world’s highest tax on ﬂights was economically unstable. The Board of Airline Representatives in the UK (BAR UK), which represents 70 airlines, supports the view that removing this major barrier to Scotland’s long-haul connectivity will provide a much-needed economy boost.

Dale Keller, the chief executive of BAR UK, said: “This most welcome proposal by the Scottish Conservatives signals a green light for the Scottish Government to push forward with its own plans to replace APD with a new lower tax from 2018. “Scotland has taken the lead on dismantling this unpopular and regressive tax, with both the Scottish Conservatives and SNP planning to completely abolish APD as soon as ﬁnances allow.”

Catering for every comfort If your boss is ﬂying ﬁrst or business class with Emirates, tell them to pack light when it comes to cabin luggage. The Emirates in-air experience will be 52

FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

now enhanced with the world’s ﬁrst moisturising loungewear, faux sheepskin blankets, luxury spa products and Italian ﬁne leather amenity kits.

Concorde: new and improved More than a decade since Concorde was retired from service, Sir Richard Branson’s Virgin Galactic is working with US start-up Boom to develop the XB-1, plugged as the world’s fastest ever civil aircraft. With a cruising speed 10 per cent faster than Concorde – which flew at more than twice the speed of sound – it is expected to reach destinations nearly three times faster than a regular plane. London to New York will take just three hours and 15 minutes, with a price tag of £2,500 each way. But, despite test flights taking place later this year, the first commercial take-off isn’t expected until 2023.

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Connecting business across the UK Arriva UK Trains’ r network reaches far and wide; CrossCountryy, Chiltern Railways, Grand Central, Arriva Trains Wales and Northern operate a range of services, from rural commuter lines to long distance and inter-urban journeys. Arriva UK Trains connects the three countries of Great Britain and collectively runs 4,186 services each weekday.

Aberdeen

Glasgow gow w

Connecting people and communities to what’s important to them.

Edinburgh

Carlisle rlisle

Newcastle Sunderland Middlesbrough

Barrowrrow in-Furness F rn

We will always go the extra mile for our customers.

Blackpool

Hull Grimsby Doncaster D Sheffield iel eld Lincoln Stoke-on-Trent S e--o Tr Nottingham ott ham

Mancchester hest Liverpool ive Holyhead

Delivering great service, on great journeys across Great Britain.

Bangor Shrewsbury S

Birmingham ir ngham m

Oxford xf

We provide great value and enjoyable journeys that help remove the limits on where businesses can go.

Cardiff Swansea

Aylesbury bu ur Stanste sted London

Bournemouth ou

We are passionate about making sure that your journey with us is a great experience.

Scarborough

Y York P Preston ton o Leeds ee e e

Guildford

Penzance

Explore ways to make your business rail travel more effffective – connect with us at: arriva.co.uk/uk-trains

FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

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Wyboston Lakes

always on point

From small meetings and training events to larger conferences,

Let your event take centre stage

/WyboConfTrain /WybostonConferenceAndTraining HEAL T

ES NU

ARE VE HC

SESSED

0333 7007 666 sales@wybostonlakes.co.uk wybostonlakes.co.uk

Wyboston Lakes, Great North Road, Wyboston, Bedfordshire, MK44 3AL

Stay connected with Executive PA Magazine Worldwide

Follow the Executive PA Magazine LinkedIn company page www.linkedin.com/company/executive-pa-magazine-worldwide

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VENUE PROFILE

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Swan, Shakespeare’s Globe Sit down and feed, and welcome to our table... Located at the iconic Shakespeare’s Globe, Swan is a beautiful Bar, Restaurant and event space set over three ﬂoors, with stunning views of the Thames and St Paul’s. Swan has been a proud partner of the iconic Shakespeare’s Globe Theatre for a decade. We look after the bar, restaurant and events spaces, as well as the theatre’s cafes and tap houses. We are passionate about delivering consistently high quality, creative experiences using seasonal and locally-sourced produce. From the informal and intimate to the gorgeous and glamorous, Swan, Shakespeare’s Globe has a range of one-of-akind spaces, whether you’re planning a private party or corporate event. We offer state of the art AV facilities and comprehensive Day Delegate rate packages for breakfast brieﬁngs, boardroom lunches or hosting important clients for day meetings. If you are looking to enchant your guests, choose one of our creative spaces and relax in stunning surroundings for an elegant dinner or reception. Perfect to mark an unforgettable occasion. We are delighted to have reopened our Balcony Room, following full refurbishment. Looking out onto St. Paul’s Cathe-

dral, the Thames and, of course, the Globe Theatre, our top ﬂoor Balcony room has a private balcony allowing your guests an exclusive space from which to take in London. If it’s a sit down affair, whether for a meeting or dinner, then 70 guests can be accommodated comfortably. If you are hosting a standing reception then 120 guests can enjoy the space. In September of 2016, we had the pleasure of hosting the Executive Pa Awards 2016 “Winner’s Dinner” in our River Room for an indulgent evening. With its large double-aspect windows, it is the perfect space to take in the River Thames historic water and buildings. The area is separated from the restaurant by stylish glass and copper screens & can seat up to 40 guests for a lunch or dinner, with an iconic view. E INFO To make an enquiry for events or private dining, contact Lucy or Ruth on enquiries@swanlondon.co.uk or 0207 928 9444. You can follow us on Facebook: Swan, Shakespeare’s Globe, Twitter: @Swanabout and Instagram: swanabout.

What our customers say “A huge thank you for a wonderful event. The feedback has been excellent, everyone loved the venue and you may get some more business meeting requests from Accenture as a result. It was great working with you and I valued your support and assistance throughout the planning and event delivery stages.” Accenture “I just wanted to say a big thank you to you and the team for a fantastic evening at Swan, Shakespeare’s Globe. Not only did you turn around the event from a formal to informal setting in just a week but you were all so accommodating with last minute challenges on the night. I think there is always an underestimation of how much work goes into an event on this scale but from one event planner to another, I really appreciate your time, hours & patience on this project.” Deutsche Bank

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READER REPORTS

Here’s to a new year of events at Twickenham The post-Christmas and New Year blues were eased for some readers who joined the Executive PA Media team for the first reader event of 2017 – an exclusive behind-the-scenes evening at the home of English Rugby The Twickenham Stadium showcase kicked off at 6pm in the players’ tunnel, giving guests a close-up of the famous pitch. Our PAs were treated to a winter warmer and canapés, which included duck parfait on rye bread with orange confit; roast beef, Yorkshire pudding and horseradish; Thai fishcake with sweet chilli; vegetable frittata with sundried tomato, and a camembert crostini with apple preserve. The tipples on 56

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offer were delicious winter Pimms and classic Kir Royale cocktails. The scrum got a sneak peek into the England team’s changing rooms, where they heard from Matthew Blood, business development manager at Twickenham. A treat for PAs with a passion for rugby, the evening continued with an access-all-areas tour of the impressive West Stand, with highlights including

the President’s Suite and Members’ Lounge, which both offer superb views over the world-famous pitch. The group moved on to the Council Room, the Royal Box, the Spirit of Rugby (a purpose-built 700-capacity space where the team dine postmatch), and the rustic Twickenham Cellar, which can host atmospheric VIP dinners for up to 14 guests. After exploring the landmark sporting venue, the evening was rounded off with an opportunity to network with fellow PAs and a chance to direct questions to the events team. Twickenham Stadium, located in South West London, offers 25 dedicated event spaces, from atmospheric pitchside spots for small meetings to the 150 executive boxes boasting incredible views of the inspiring playing field to the large-scale business conference space, equipped with all the latest technology. INFO

www.twickenhamexperience.com/conferences-events

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Every issue we’ll report back from the last issue’s reader events – were you there and captured on camera?

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READER REPORTS

Every issue we’ll report back from the last issue’s reader events – were you there and captured on camera?

A touch of class in the capital The Executive PA Media team had the chance to meet with a group of readers, when we were treated to a taste of luxury at The Savoy, one of London’s most prestigious five star hotels. A city institution, it’s ideally nestled in The Strand, at the heart of the capital Our 45 PAs headed along after work to explore the beautiful, historic venue. The evening began with a welcome from Jason Kitt, director of group and event sales at The Savoy, and a chance for guests to network over champagne and canapés. A tour of the hotel followed, offering up a taste of the 267 luxury suites and rooms, sumptuously decorated in contrasting period styles to reflect the hotel’s dual historic influences. Some boast elegant English Edwardian features whilst others play host to 1920’s Art Deco characteristics. Those who spend a night here benefit from only the best, with a dedicated butler service, and access to the private pool and state-of-the-art 24-hour gym. Next, we headed to size up the meeting and social event spaces, which 58

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ooze elegance and exclusivity. The stylish function rooms range from an intimate hideaway for banquet dinners to a grand event space for up to 800 guests. Audio visual equipment and other technological features are designed to be effortless, thanks to The Savoy’s partnership with PSAV, an event technology concierge service offering a whole new level of expertise. Drawing to a close, Jason gifted our PAs a copy of The Savoy: The Restoration, a book tracing the four periods of the hotel’s restoration project, and shared the details of the Memorable Meetings promotion. This is an offer valid until 31st March, where one in 10 delegates go free, one in 10 rooms are complimentary and an event upgrade is offered to bookers. INFO

www.fairmont.com/savoy-london/

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All hail the interrupters! EVENTS

Business travel trends worth keeping an eye on in 2017

The world of business travel is constantly evolving. New technology is changing the way travellers move around the world and how PAs book trips for their colleagues. Looking to the year ahead, David Chapple, event director at the Business Travel Show, shares the trends he will be watching out for... 1 ‘Interrupters’ “The sharing economy matured massively in 2016 with both Uber and Airbnb launching products speciﬁcally for corporates. Companies are now more conﬁdent about using alternative transport and accommodation providers in their travel programmes – known as ‘interrupters’. In fact, according to the Business Travel Show’s annual buyer survey, 28 per cent of travel buyers now include them, compared to just 8 per cent last year.”

2 Traveller safety and security “Good travel management isn’t just about ﬁnding the best price and saving money: it’s also about looking after traveller safety and security when they’re on the move. That means knowing how to organise your risk management programme internally (you may need to bring in an external scenario training expert) and knowing the technology that will max-

imise your traveller’s protection before and during their trips.”

3 Getting your travellers to buy-in to your programme “Creating a well-crafted travel policy and getting your travellers to buy-in to it should sit at the heart of your corporate travel programme. Without a policy – especially if you allow your travellers to book independently – it will be much harder for you to manage costs, negotiate better deals and monitor your travellers, which is essential to minimise risk.”

4 Travel technology “From virtual reality and chatbots to mobile apps and online booking tools, technology now has a massive impact on buying and selling travel. The Business Travel Show, in February at Olympia London, will have an inspiring Launchpad area where you’ll ﬁnd 15 groundbreaking start-ups showcasing innovation designed to disrupt and excite.”

5 ‘Travellercentricity’ “A big buzz word for 2017 is ‘travellercentricity,’ which essentially means putting your travellers ﬁrst and booking trips tailored to meet their needs. After all, a happy traveller is a healthier, more productive and loyal employee – and boss.” E

Check out the 60-minute travel makeover at the Business Travel Show Not everything about travel management is easy, but some straightforward changes can yield instant savings, improve compliance and reduce traveller risk. So, ﬁnd out everything you need to know about managing travel with conﬁdence in a 60-minute Fundamentals session at the 2017 Business Travel Show. The show, which is the biggest travel event in Europe and welcomed 7,730 guests last year, takes place on Wednesday 22nd and Thursday 23rd February 2017 at Olympia London. This year, there will be more than 270 suppliers, including airlines, global and independent hotels, rail companies, car pools, travel management companies and technology providers. A must-visit if you book travel, the show is a great opportunity to source smarter, stretch your budgets, score bigger savings and learn how to book business trips more efficiently. INFO For more information and a free pass, please register at www.businesstravelshow.com. The show takes place at Olympia London on Wednesday 22nd and Thursday 23rd February 2017.

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Your ﬁrst port of call for outstanding events The biggest global gathering of event professionals in the UK will take place on 1st and 2nd March at Olympia London, as International Confex opens its doors, this year co-locating with the Event Production Show and office* EVENTS

PAs are notoriously time-short so an opportunity to ‘kill two birds with one stone,’ as they say is always welcome – and even better if it’s three birds. Putting this theory into a trade show context, the combination of International Confex and the Event Production Show will give a unique view on the services and trends inﬂuencing event management across the UK. And, to tailor the experience further, office* is aimed specifically at secretarial professionals, continuing to be the very best exhibition for support services and content. The show will be split into multiple areas that will allow visitors to consider every aspect of event creation, from worldwide destinations and venues to event support services, management and technology. Event themes, branding and marketing will also be represented through some of the most innovative businesses in the industry. Executive PA Media talked to the event organisers to ﬁnd out what exactly will be on offer for our readers who attend...

Be inspired During the two-day spectacular, International Confex will host the largest conference aimed at event professionals in the UK, with multiple streams curated to spread ideas and inspiration to every kind of executive.

The industry’s largest technology exhibition On top of the educational programme will be the return of one of the fastest growing features of the show: EventTech 17. EventTech is an area that’s changing the way the industry operates, and PAs can get up-to-the-minute advice and education, as well as inspiration, at the exhibition. The EventTech ‘exhibition within an exhibition’ will feature its own education seminar and a purpose-built ‘Tech Play Room.’ The set-up will be surrounded by some of the most forward-thinking businesses working in global event technology at the moment.

The PA & EA Show office* has once again been created to talk directly to PAs and EAs. Seminars are geared towards supporting the day-to-day roles, from office and project management to personal and professional development. Alongside the seminar theatre, networking opportunities will run through60

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out the day and the office* HR & Career Hub will be on hand for ambitious PAs to kick-start their future plans. There will also be plenty of time to spend amongst the businesses and brands that talk directly to secretarial executives. This year, stands will include goods and services from HR and staffing, venues and events, event management, and health and wellbeing. VAs will be catered for here too, with a speciﬁc conference and an awards programme tailored to them.

The festival of events The shows form an integral part of UK Events Week, which returns for the second time between 27th February and 5th March. Again, it will bring together content from across the industry, as well as tapping into marketing and business sectors, to form a festival of events. The celebration will fly the flag for the events industry and underline its growing influence in the world of sales, marketing, and human resources. E

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PA PROFILE

Australia & New Zealand PA of the Year

ZOE ROBINSON

We talk career history, advice and future plans with Executive PA Media Awards’ Australia & New Zealand PA of the Year winner, Zoe Robinson. Zoe is EA to the CEO of nib NZ; a private health insurance company in New Zealand

How did you become an Executive Assistant?

I started work as an EA straight out of university and found I relished the challenges it brought. I stayed there for more than four years before working as a PA to one of the partners at an engineering and urban design consultancy. I loved it there; it was such a fun role. I held it for about ﬁve years until my nowhusband and I moved to New Zealand.

What were you doing prior to being an EA?

I was at university in London, studying ﬁne arts. I sold my end-of-year collection to an art gallery and decided I could paint and work at the same time. My ﬁrst job began as a temporary general admin/ reception role but I was offered the EA role after a couple of months and ran with it. Although my career has been solely EA-focused, I've continued painting in my spare time and had my work on display in galleries across the UK and in New Zealand.

What has surprised you most about the role of an EA?

I've come to appreciate the level of trust you need to build with everyone you work with; most importantly with your executive, but also your colleagues, and internal and external stakeholders. You need to be an extension of your executive. You have to know what they want, how they want it, when they want it – and most importantly deliver. They need to know that if they haven't thought of it, you have. It's an interesting concept and requires a great deal of hard work to integrate yourself and become comfortable with it.

Your interactions with colleagues, clients and stakeholders inﬂuence the way people regard your business and the way it’s run. Our CEO has a quote on his wall: "Your smile is your logo; your personality is your business card and how you leave others feeling after an experience with you becomes your trademark." For me, this is at the core of how we should base our interactions and I try my very best to be conscious of that responsibility at all times.

What do you believe were the reasons you won PA of the Year?

I've been an EA for more than 18 years now and it's something I've always enjoyed and felt conﬁdent I'm really good at. I think it takes a lot of time and effort to build a relationship with your executive; to know what they're thinking so you're able to make decisions on their behalf when you need to. You also need to add value, and save them time by taking care of things so they can focus on the wider strategy and business goals. Importantly, you need the conﬁdence to make those decisions on their behalf.

What is your advice to other EAs?

I believe there’s a very strong obligation to reﬂect both your executive and your organisation positively and professionally.

Tell us a bit about your prize and your new role as PA of the Year?

My prize included a fabulous midweek break to Melbourne, with premium economy Air NZ ﬂights and three nights at The Langham hotel. My husband Jon and I are really looking forward to having a break early in 2017. As for opportunities, I've been asked to speak at a PA conference in Auckland in May, which I'm very much looking forward to. Being an ambassador for the role is a huge honour and something I aim to do justice to. I'm also working with a couple of different EA networks. Building relationships with other assistants is so important in this role; whether it's to gain direct access to other executives your organisation works with, or for bouncing ideas off of and sharing information. E FEBRUARY/MARCH 2017 | WWW.EXECUTIVEPA.COM

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Building professionalism New year; new career goals. Elizabeth Wakeling examines the importance of Continuing Professional Development and explains how to make sure you beneﬁt from it TRAINING

THE START OF THE YEAR is always a good time to reflect and plan the skills, qualifications and experience you hope to gain in the twelve months ahead. Continuing Professional Development (CPD) is an investment you make in yourself to regularly update your expertise, knowledge and competencies so you remain professionally competitive and ultra-employable. There are lots of personal and business-based advantages of CPD. It opens up opportunities to gain new abilities and develop your understanding of key areas, whilst preparing you for greater responsibilities in potential future roles. Most importantly, it’s hugely beneficial for maintaining a progressive approach to your work and career: it can “boost your confidence, strengthen your professional credibility and help you become more creative in tackling new challenges.” (CIPD 2016) Essentially, CPD is about planning, recording and reflecting on your development so you can be more effective in the workplace and, if you wish, advance your career. It’s so much more than ‘just a box-ticking exercise.’ Professional development is inextricably linked to professionalism, which amounts to more than the skills and knowledge of a role. In today’s busy world, it’s reflected in how you behave as you do your job. This could be the way you apply your expertise, how you take control of your career and associated learning or the commitment you show towards doing your job well. PLANNING YOUR CPD The start of the year or appraisal time is ideal for getting the ball rolling, as it will encourage your employer to invest in your development. Be sure to choose activities and development paths that’ll enhance your performance, increase your knowledge, sharpen your skills, meet your development objectives and help you to apply concepts to real world situations. The processes you pick should be grounded in research and based on the types of practice in your field, whilst allowing opportunities for collaboration with other professionals. 62

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IDENTIFY SKILLS GAPS Start by analysing the ability and understanding you have in your current job, then do the same for the role you’d like to have. This helps identify gaps and highlight the most appropriate learning activities for you. Create an outline strategy that includes your objectives, priorities, target dates and appropriate development activities. Aim high whilst ensuring your goals are practical, achievable and challenging. And do bear in mind that your plan may well change regularly!

PUTTING YOUR STRATEGY INTO PRACTICE Your development activities can be formal and structured – courses, e-learning, conferences and presentations, for example – or informal, with options such as mentoring or reading relevant trade publications. Formal learning offers evidence in the form of recognised certiﬁcates or diplomas. However, less structured activities are also valuable and most CPD will be a mixture of both, along with out-of-work events, such as professional networking. There are many different ways to achieve CPD and during the process you’ll develop a bank of fundamental knowledge, gain valuable new skills and meet a wealth of interesting people who could contribute to your career success. It will give you a personal challenge and a sense of professional pride. So, what are you waiting for? E

Elizabeth Wakeling is a Business Administration Lecturer with over 25 years’ teaching experience. She is Principal Tutor and Head of Secretarial Studies at Beckenham College and UK Chairman of International Management Assistants (IMA), the leading professional association for Management and Personal Assistants across Europe, formerly known as EUMA. INFO www.ima-network.org

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How credible are you? Respect and value are things many PAs strive for, says former EA Adam Fidler, who has some top tips to ramp up your credibility TRAINING

I think that, deep down, all EAs and PAs are striving for credibility. From time to time, you may feel that your boss doesn’t respect you or value your contributions highly enough. I get it – I felt like that for some of my 20-year career as an EA. For me, the starting point is developing more credibility in your job and, of course, there are a number of ways to achieve that. You see, credibility is about being more believable, more convincing. This, in turn, means people have total conﬁdence in what you do. The respect then follows. But gaining and increasing credibility as a PA isn’t always that easy, largely due to the fact that too many organisations and bosses settle for the old-fashioned connotations of what ‘assistants’ are.

Define your role Firstly, as a PA you should never settle for second best – and I’m referring to settling for second best in you. If it’s not working at work, you must take ownership and do something about it. In reality, we only get back the equivalent of what we really think of ourselves. So, if we don’t define our role for ourselves, how could we expect anyone else to? Sit down and redefine your role, your responsibilities and the value you bring to your organisation. Map it out, with evidence, so you can speak to your boss with hard facts, aiming to get them to understand why your current job description doesn’t really describe what you do. Even if your boss doesn't quite get it, it will increase your credibility regardless,

Adam Fidler had a 20-year career as an executive assistant and is now the principal of Adam Fidler Academy, specialising in the training and education of executive assistants and business support professionals. See www.executiveassistant.org for more details.

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because you’ll have spoken out about your passion and demonstrated self-conviction by having the conversation in the ﬁrst place.

you a proﬁle, they help to stretch your thinking, as well as working to enhance your credibility at work.

What makes you more credible?

The managerial mindset

I often talk about the ‘bread and butter’ activities, such as running the diary and taking minutes. These are expected tasks and all PAs do them. But are there additional services, beneﬁts and extras, which you provide, that go above and beyond the run-of-the mill job description? There are always projects to get involved in or lead; you’ll know the sort – when someone asks why you’re doing something and you realise it just sort of happened, and that you took on the responsibility for it. Activities like this may start to feel routine to you but they actually give

To me, being credible means operating more like a manager. In my students I foster a managerial mindset, which means putting yourself in the shoes of a boss, instead of a secretary or PA. When you give your behaviours and leadership style a managerial focus, you’ll be more believable. People will see you in a new way and respond to you differently. So, it may take time but small steps in being more credible will pay dividends in the long-run. Many PAs have done it and received increased responsibility, higher salaries – and, ﬁnally, the recognition their role deserves. You can do it too! E

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Outsourcing to freelancers Sourcing freelancers for projects and urgent work is becoming an increasing aspect of the PA role, so it’s important to be up to speed on the issues involved, says Annabel Kaye TRAINING

Legal, tax and ethical concerns can crop up with anyone in your organisation but with an increasing number of people engaged on a self-employed or freelance basis, it’s becoming particularly topical. Recent court cases concerning Uber and Amazon delivery drivers have highlighted that business can – and does – go wrong for those who ‘just tell people’ they’re self-employed. Of course, get it right and you can create a ﬂexible and well-resourced team. But, on the off-chance you get it wrong, your organisation could face unexpected bills for tax and minimum wage, a damaged reputation and more. Before you take on your next freelancer, take the following into consideration to ensure a safe, problem-free and mutually beneﬁcial working relationship:

Data

Limit freelancer access to only the data they really need to do their role, and prevent them transmitting or sharing your ﬁles. Data is as valuable as cash in the modern business world and the nonsecure sharing of client data is not only unethical; it’s also unlawful.

Location

In a virtual world, it’s not always obvious where people are. If dealing with personal data, ensure your freelancer is UK-based because this type of information must not be sent outside the European Economic Area without speciﬁc additional processes.

Annabel Kaye is the founder of KoffeeKlatch, which is underpinned by the ‘gig economy,’ supporting businesses that outsource work to freelancers and use ﬂexible working options. See www.koffeeklatch.co.uk for more information.

Pay

Make sure you’re not party to the exploitation of low wage labour. If they’re not UK-based, check out the national minimum wage in your freelancer’s country. And remember, if you’re liaising through a third party, the worker may only be getting a fraction of what you’re paying.

Age

Worker’s rights

UK legislation requires organisations with a turnover of more than £36million to state the anti-slavery steps they’re taking. Could you be unknowingly using children for your work?

In the UK, there are three categories of people who can undertake work: self-employed individuals, employees, and ‘workers;’ a hybrid category. Workers beneﬁt from some rights, such as minimum wage and statutory holidays, but not others – redundancy and unfair dismissal, for example. The legal test of a person’s status refers to factors such as whether they’re paid by the hour or project, who provides equipment and who

controls their time and place of work. Don’t assume that someone doesn’t have rights, just because they invoice you or have other clients.

Evidence

Your organisation will need an appropriate written agreement with anyone engaged on a self-employed basis. Ensure the paperwork reﬂects the actual working arrangements because this will form the basis of how the HMRC and employment tribunal would make their assessment of the worker status.

Are you paying your freelancer to create documents? From customer lists and reports to graphics and e-books, copyright will belong to the freelancer by default, unless agreed in writing. If you’re selling the created material, or it would be an asset to your business, make sure from the beginning that your company will own it. E INFO For more information download a free copy of the EA’s Guide to Proﬁtable and Ethical Outsourcing from www.kk2go.com/EAGuide17.

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CAREER

All the career news and advice executive-level PAs need

Recharging your career in 2017 Some years ago I asked a CEO if he had made his New Year’s resolutions. He laughed and said: “My PA has made some for me, but she won’t tell me what they are.” Putting others first comes naturally to an EA and there’s every chance that most won’t get around to setting their own career and workplace resolutions. The modern PA understands that being a high-level assistant is a professional career and, in an era of unprecedented social and workplace change, no career can be left to manage itself. The beginning of the year is the ideal time to reflect on the challenges and issues you face at work. Here are some thought-starters on refreshing your direction in 2017: CUT THE JARGON: PAs are generally plain speakers, but as assistants immerse themselves deeper into the business there’s a risk that some of the jargon floating around the organisation will stick. Become a no-jargon crusader. YOU NEED A PLAN: Identify problem areas from last year that you’d like to correct. Your strategy should include actions you need to take, indicators of success and people who can

assist with achieving your goals. Be prepared to consult others – a trusted colleague, your boss or a valued peer – to assist in compiling your list and monitoring progress. PROVIDE HONEST FEEDBACK: Senior PAs increasingly ﬁnd themselves in charge of teams, which raises unique communication issues. Genuine feedback is the essence of a productive manager-staff relationship. Employees want their work valued and appreciated; and they want it in real time, not at performance reviews. Honest feedback also means having difficult conversations about work that’s below par, or behaviour that’s unacceptable. As well as giving feedback, a manager should be prepared to take it. Astute managers welcome opportunities to learn and grow. A PROJECT TO CALL YOUR OWN: There will be times when you want to break out of your routine and have a chance to apply your brain power to a new challenge. Talk to your boss about a project within the organisation you could lead or be part of, in addition to your regular duties. As well as adding another string to your

career bow, it could provide you with a muchneeded stimulus that will enable you to do your job with renewed vigour and fresh insights. BE A BUILDER: PAs are uniquely placed to observe the performance of staff across the organisation. It makes working life a lot more interesting and rewarding when you take an active interest in the careers of others; in a mentoring role, for example. Nurturing talent can be personally satisfying and plays a valuable role in building an organisation’s leadership pipeline. KEEP LEARNING: It’s easy to convince yourself you’re too busy to sign up for the management and leadership programs your employer offers (and that you probably coordinate). Take opportunities to acquire new knowledge, sharpen skills and perhaps awaken an interest to pursue further education. Leo D’Angelo Fisher is a business journalist, author and commentator, and was former associate editor with BRW. INFO

Twitter: @DAngeloFisher

Putting the right foot forward in your new role If you’ve just started a new job, or are about to, here are some key points to make sure you get off to the right start: Arrive without pre-conceived ideas Lose any assumptions that may get in the way of learning. For instance, most new roles will have elements of work you’ve undertaken before, but don’t expect they’ll be completed in the same way. Be willing to genuinely absorb new information.

Ask more questions Many new starts hesitate to ask too many questions but it’s in everybody’s interests to be fully up to speed as soon as possible. Ensure your questions are positively phrased – demanding to know why processes aren’t completed will raise the hackles of colleagues!

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Take time to introduce yourself Your new boss may provide a quick introduction but spending a few moments with each person soon after can pay huge dividends later. Start with those closest to where you’re working then gradually expand.

Make sure you get enough rest time Your head will be ﬁlled with new ideas, processes and procedures. Exercise and allow yourself downtime to recharge so you’re ready for each new day.

Prepare for each induction meeting Find out who the inductor is and familiarise yourself with what their role is all about. Ask them for advice and suggestions, especially about those you should spend time with in your ﬁrst few weeks.

Seek out one-on-one time Start building a positive relationship with your boss. Find out what they expect of you, how best to communicate, their preferred regularity of communication and, subtly, the traits they value in an EA. Keep in touch with your recruiter Your recruitment consultant is still there to be a support and will naturally be keen to know how things are progressing. If any little problems arise, discuss them – they still have the ability to help. Alex Jones is senior regional director at Hays Office Support

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Welcome to Leeds

Successful, prestigious and memorable events by Royal Armouries International Quality Counts

Member

EXECUTIVE PA MAG 4 PAGE.indd 3

at Royal Armouries Museum Armouries Drive, Leeds, LS10 1LT rai-events.co.uk | 0113 220 1990

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