By Solange Charas, Ph.D., and Sara E. Daly-Padron
Organizing and hosting a public-facing event that involves multiple groups of constituents requires a significant amount of collaboration and planning. Earlier in this academic year, two student groups from across the University, one from the M.S. in Human Capital Management (HCM) and the other from Columbia Teachers College, came together to hold a highly successful event, HCM Talks. The event featured TED-like talks, where a panel of nine HCM and Teachers College students and alumni discussed the future of work. Attendees learned about AI and emotional intelligence, building meaningful workplace cultures, and the importance of mentorship.
The two student clubs that organized the event, Human Capital Management Club (HCMC) at the Columbia University School of Professional Studies (SPS) and the Organization and Human Development Consulting Club (OHDCC) at Columbia Teachers College, create networking opportunities and events for students, allowing them to connect with peers and industry leaders. While the clubs are associated with different Schools, this event brought both communities together to foster connections and learning.
How did these two groups come together to organize such a successful event? Below are five of the core elements that the two Columbia student groups used to make this an incredible event and a model for how disparate teams can work together effectively.
Collaboration: Working Toward a Common Goal
One of the most impressive aspects of the HCMC/OHDCC event was the level of collaboration and agreement among the event organizers regarding the event’s overall purpose and goals. The event brought together student leaders from Teachers College and the Human Capital Management program, allowing the clubs to leverage each other’s strengths to ensure that all aspects of the event came together flawlessly. From marketing to event logistics, the leaders exemplified how collaboration fosters creativity and problem-solving.
Why It Worked
When each team member is fully invested in the collaborative process, they’re more likely to go the extra mile to ensure the success of the event. This shared commitment helps build camaraderie and a sense of collective achievement.
Role Clarity: Defining Responsibilities for Seamless Execution
Successful teams and team outcomes depend on role clarity and accountability. In the case of this event, the planning team ensured that each member had a clear understanding of their role from the outset. Whether it was securing speakers, handling logistics, managing marketing, or coordinating with vendors, every task was assigned to a specific individual, and responsibilities were outlined in detail.
Why It Worked
Role clarity minimizes confusion and ensures that nothing slips through the cracks. Each team member knew exactly what was expected of them, which made it easier to track progress, identify any gaps, and make adjustments when necessary.
Having well-defined roles also facilitated effective decision-making, as team members were empowered to make calls within their areas of responsibility. This autonomy led to faster action and reduced bottlenecks, which is especially important when time is of the essence.
Clear Communication of Duties: Keeping Everyone on the Same Page
Effective communication is the backbone of any successful team. During the planning stages of the event, clear communication channels were established to ensure that everyone was aligned on goals, deadlines, and expectations.
The use of collaborative technologies, such as WhatsApp and Google Docs, allowed team members to communicate updates, share feedback, and track tasks in real time. Regular check-ins, whether through virtual meetings or quick catch-ups on Zoom and on campus, helped the team stay informed and motivated throughout the process.
Why It Worked
Clear communication of duties ensures that team members understand how their tasks contribute to the bigger picture. With open channels for feedback, the team could quickly identify and address any challenges or roadblocks, preventing potential issues from snowballing into bigger problems.
Advance Planning: Anticipating Challenges and Creating Solutions
Advanced planning was another critical factor that contributed to the event’s success. The HCMC and OHDCC teams began their work months before the event date, setting clear timelines, deadlines, and milestones along the way. By planning ahead, the teams were able to anticipate potential challenges, such as speaker availability, venue logistics, or technical issues, and come up with solutions before they became problems. By organizing potential hurdles and corresponding solutions into contingency plans, the team was equipped with a clear set of actions to handle unexpected situations effectively and efficiently. This proactive approach not only boosted confidence but also allowed the team to focus on the bigger picture rather than scrambling to solve last-minute issues. When unforeseen challenges arose, they demonstrated flexibility, quick thinking, and problem-solving skills to keep the event running smoothly.
Why It Worked
Advance planning reduces stress during the lead-up to the event and allows for a more organized, less chaotic experience on the day of the event itself. When the groundwork is laid well in advance, there’s more time for contingencies, adjustments, and finalizing the finer points.
Excellence Through People
When all of these success factors—collaboration/shared goals, role clarity, clear communication, collaboration, and advanced planning—came together, they resulted in a well-organized and impactful event. However, no matter how well each step works, the true driver of success lies in people—their commitment to excellence and dedication to achieving the goal. One of the behavioral characteristics evident among the team members was their willingness to work with grace and generosity with others, demonstrating altruism, team-mindedness, modesty, and trust.
Why It Worked
The members of the production team made HCM Talks a success. That’s where the magic happened. They collectively created a culture that brought out the best in each of them—the steps are important, but the spirit of those taking the steps drives success or failure.
Research on team effectiveness suggests that team self-efficacy is the greatest predictor of team success. This refers to a group’s shared belief in its collective ability to organize and execute actions required to achieve specific goals. It plays a crucial role in determining team performance, influencing both individual and collective behaviors within a team setting. This was evident from the beginning of the project.
Reflecting on the event’s planning and execution reveals several critical factors that contribute to team success and is a teaching moment for any professional charged with organizing and executing a significant project.
About the Program
The Columbia University M.S. in Human Capital Management program prepares graduates to be world-class HCM strategists able to address changing needs in building and motivating talented, engaged workforces in the private, public, academic, and not-for-profit sectors. The program is available part-time, full-time, on campus, and online.
Learn more about the program here.
About the Authors
Solange Charas, Ph.D., professor of practice in the HCM program and CEO of HCMoneyball
Courses: Transforming Total Reward, Finance for Effective Human Capital Management, Change Management, Effective Partnership Strategies, capstone
Sara E. Daly-Padron, lecturer in the HCM program and founder and principal of SDP Advisors
Courses: Organizational Strategy & Learning, Introduction to Coaching Seminar
Solange and Sara are the co–faculty advisers for the Human Capital Management Club.
