If there’s one thing you can’t waste when planning an event, it’s time.
While you might be able to stretch the budget or splurge on some items, if you fail to allocate your time to the crucial parts of the event, you’ll be left with dozens of potential event disasters to pile up on event day.
No matter how talented an events agency might be, nobody can do it all themselves – so managing your time and available recourses efficiently might be the most important thing you could do to ensure an events’ success.
But how can you manage your time more effectively?
It’s not really as difficult as it might seem – here are a few of the most important things you should consider:
1) Don’t Waste Time on Minor Details
Just as any other good event planners, you want every single detail of your event to be perfect, but that doesn’t mean you can allow yourself to waste time on each and every little thing, when there’s so much to be done on the big stuff.
This is where your assistant, secretary or colleagues must come into play – delegating tasks is one of the most valuable skills you can have in the industry, so learning how to send someone else to pick out the colors of the sheets or the set-up of the venue will allow you to give the needed attention to giving shape to the event as a whole.
You can’t forget consistent monitoring of your staff as well – continuous updates and feedback are important, so instead of wasting hours, you can get the full scoop in a matter of minutes.
2) Write Down Plans and Lists
Having a clear and concise plan of what needs to be done tends to make things much easier and more organised for corporate event planners. Instead of trying to remember every single detail that needs to be taken care of, form a habit of writing everything down.
That way you can keep track of what has already been done and what still needs your attention, and also plan the structure of your work by prioritising what needs to get done first.
3) Have a Schedule
Always remember that you’re not the only one that’s busy – everyone, including clients, caterers, suppliers, venue hosts have a million things they need to do as well, so scheduling meetings and tasks can help you accommodate your own timetable with that of the people you need to meet with.
This also helps to make your days much more organised – when you know in advance what you’re going to do, it becomes much easier to prepare and not get overwhelmed with multiple tasks.
Also, you’ll notice that scheduling preparation tasks allows you to get much more done in a relatively little amount of time, so it works out great for working in some free time as well!
There’s never enough time to organize an event – something always needs to be done and there will be unexpected turns even days before the actual event! Therefore it’s crucial to have good time and recourse management skills – with every hour so important, staying as organized as possible, writing down the essential tasks and tracking progress are all a must for any events agency.
Guest Blog by Sarah Hill. Professional blogger and creative content writer. She is Marketing Manager @Group Se7en Events.