Meeting professionals have a high-stakes, high-pressure role — and are amazing! You juggle executives, committees, countless details, vendors, speakers, budgets and last-minute changes. Then you work tirelessly to ensure everything runs smoothly, often without recognition. Yet, if one thing goes wrong, you’re the first target.
The stress is real, but you don’t have to let it consume you. The latest research on stress says that it is not the actual issues that cause problems, it’s mostly created by our perceptions, stories and what we believe about stress and what it does to us! A key to staying calm, focused, healthy and resilient is one simple strategy: the SOS technique.
When tensions rise, your to-do list feels impossible or you’re blindsided by unexpected challenges, use SOS to reset, regain control and move forward with energy.
S – Stop
In the heat of the moment, stress can trigger reactive emotions — frustration, overwhelm or self-doubt. Instead of jumping to a response, stop, take a breath and step back from the situation. Suspend judgment. Be still.
Give yourself a moment to pause and as you take two deep breaths (one is not enough!), blowing all the air out each time, you will give yourself time to respond rather than react. This creates space between the situation and your emotions, allowing you to connect to your heart and regain composure before making decisions.
Suspending judgement for a few deep breaths while you assess will help to bring you into the present and can be the difference between a meltdown and a measured, compassionate and effective response.
Being still and present — even for a few seconds — transforms the impact a ‘crisis’ has on your physiology.
O – Observe
Once you’ve paused and taken a few breaths, shift your focus inward. This only takes a second or two! Observe and self-reflect on what is going on inside, then ask yourself:
- What am I feeling right now? (Is it frustration? Fear? Anxiety?)
- What story am I telling myself? (Is it, “I’m failing,” “They don’t appreciate me,” “This is all my fault,” or “Oh no! – this is bad!”)
- Is the story true? (Most likely not!)
- What is a better story to tell myself about this situation or person?
Often, our stress isn’t just about what’s happening, it’s about the meaning we assign to it. Maybe the speaker is running late, the AV isn’t working or a stakeholder is demanding last-minute changes. Instead of spiraling, observe without judgment, breathe again and recognize that your initial thoughts might not be the full picture. Keep observing your thinking and feelings and it will transform how you connect with others.
S – Shift
Now that you’re aware of your feelings and thoughts, it’s time to shift your perspective on the situation. What else could be true? What are the possibilities?
- Instead of thinking, “They’re upset with me,” shift to, “They’re under pressure too. How can I support them?”
- Instead of, “This is a disaster,” shift to, “What’s the next best step I can take?”
- Instead of, “I have to do everything,” shift to, “Who can help me problem-solve?”
You always have the power to rewrite the story you’re telling yourself! Everything is not a disaster. Saying to yourself “Oh, that’s interesting” has a totally different impact on your physiology than ‘Oh no!” By reframing the problem at hand and paying attention to what you are saying to yourself you can shift from panic, stress and frustration to calm physiology, options and action.
Soothe yourself at the end of it all! At the end of each day, take a few minutes to completely relax and stop your brain from going a million miles an hour. A hot bath, shower or meditation can help. Making to-do lists and keeping a notepad beside the bed so you can jot down what comes into your mind can help you go back to sleep.
Final Thoughts
The pressure of meeting planning won’t disappear, but you can transform your response to it. The SOS technique will be your anchor, helping you reset, reframe, and respond with clarity rather than stress. Next time things feel overwhelming, remember: Stop. Observe. Shift. You have the power to handle anything that comes your way!
