PLANNING TAKES STRESS OUT OF YEAR-END BUSINESS.

Byline: Carla Henry Guest Column

The holiday season can be a joyous time. Unfortunately, commercialization of the season can cause distress.

Most companies believe the season is the appropriate time to thank their customers for their business. It's also the time to show appreciation of their ``internal customers,'' or employees, with awards, bonuses and gifts.

All companies know about the impending list of things to do at the end of the year, but often wait until the final hour to act. So, unnecessary stress is created.

But as good planners know, holiday promotional plans should be made early to be really successful and to limit the amount of stress.

The responsibility for gifts to customers, company promotion, employee rewards and holiday cards usually rests on the managers of the marketing-sales and human-resource departments.

Both departments prepare budgets at the beginning of each year providing for the holiday season. Then the holiday planning is set aside until the very end, even if there are major risks for this procrastination. Desired gifts could become unavailable, inappropriate gifts could be given, gifts and cards could arrive late, and heaps of unnecessary stress could be generated.

Here is a formula to prevent the holiday blues:

Create an ad hoc committee at the beginning of each year to oversee the holiday season. For career-driven employees, volunteering for this committee is a useful investment of time with good exposure to upper management. A committee chairman is elected. The chairman assigns each member a particular task.

The committee meets each month during the year. Committee members report on how each task will be accomplished and on progress.

The assignments can be as follows:

1. Choose a holiday party location and make the reservation. Even if the reservation is made well in advance, check periodically with the restaurant to ensure your reservations are firm.

2. Make a list of suggested customer gifts, costs and places, such as advertising specialty agencies, to make purchases. If the gift is imprinted, find out the time required to meet delivery needs.

3. Decide what employee awards are to be given, plus the cost and time required to prepare plaques and trophies.

4. Select holiday gift cards for final committee approval and create a customer list for cards and gift-sending.

The committee should plan to finalize tasks by August or September. Remember that many restaurants are booked for the holiday season even by June. Certain companies offer discounts on premium gifts, such as planners and calendars, if purchased by May. Often delivery time is longer, six to eight weeks, if ordered in the fall.

Many companies, large and small, enlist the help of a professional advertising specialty company for promotions, trade show events, holiday gift buying and employee awards. The agency can act as a company committee, doing all the preliminary investigating and giving valuable insight.

The important element to consider is time. Plan wisely and give yourself the time needed to ensure that your holiday season is fun for you, your family and your company.