Inbound senior team leader

If you work in a corporation chances are at some point you will have a senior leader (the "C-suite", LT etc) visit your location. Live in a high profile city for your industry and you'll see them frequently.

These visits can be disruptive to normal operations but need to be managed as no one wants to make a CLM*. So here is a handy checklist to refer to if you find yourself about to play host...

1. Understanding Expectations:

   1. What are the visitors goals and expectations?

   2. How familiar are they with your location? (see 4b below) Do they have a thing they like to do there or what are the places you might want to show them
      

2. Define the roles and responsibilities of everyone involved in the visit:

   1. Who is helping with planning, execution, communications, bookings etc?
      

3. Logistics: You need a project plan and project manager (see #4 below)

   1. When are they arriving and departing - are there public / school holidays or religious observances during that time?

   2. Where are they staying, visiting? Ensure the arrangements for transportation and accommodation fare seamless

   3. Map out their itinerary on a shared drive, including meetings, site visits, and social events and

   4. Ensure all necessary documentation and permits are obtained well in advance
      

4. Communications

   1. Assign a local point of contact to liaise with the visiting leader's team

   2. Brief everyone on proper etiquette and cultural sensitivities; what weather to expect etc

   3. Prepare translated materials, if necessary, for smoother communication
      

5. Security and Safety This usually has an entire plan of itself. I work in Singapore so this is less of an issue
   

6. Hospitality and Catering

   1. Plan meals and refreshments (do they have dietary preferences or restrictions)

   2. Arrange for cultural experiences and entertainment reflective of the host country (again being Singapore based this generally revolves around food 🤣)

   3. Ensure venues are comfortable and conducive to productive discussions: clean conference rooms, tidy offices etc)
      

7. Technology and Audiovisual Support

   1. Have a detailed IT plan - how do they log into the network, use audio/visual equipment, get in and out of the office (test all audiovisual equipment in advance)

   2. Have backup plans in place for any potential technology failures

   3. Provide support staff to assist with any technological needs during the visit
      

8. Pre arrival Checks and Rehearsals

   1. Conduct a final walkthrough of all venues and logistics.

   2. Rehearse presentations and speeches to ensure smooth delivery

   3. Address any last-minute concerns or issues

9. After the departure a debrief ensures any key learnings are captured and ready for use next time they visit

What would you add to this?

* CLM = Career Limiting Move