Event management is not an easy task. There are always long lists of things like event rentals, food, guests, and other management tasks to be done on time if you want to make the event run smoothly.
Without a proper plan, even the most seasoned event managers find it difficult to organize and execute perfect events. So, here are some tips that you can follow to make your event perfect.
Make A To Do List
Event planning is a combination of several processes running parallel to each other. That is why you need to create a checklist of all the things that need to be done. This will help you meet deadlines without any issues.
Even more important than making a checklist is making it editable, as nothing in event planning is final. So, keep on completing the tasks mentioned on your checklist, and keep adding and removing tasks as your priorities change throughout the event planning session. This way, you will have a dynamic list that is kept updated all the time.
Be Aggressive With The Deadlines
While making and actively changing your deadlines, make sure that you do not miss any deadline. Make sure that every little task, whether it is vital or not, is completed on time.
If you have some large scale things to do, break them down into manageable parts and time bound them. Then meet all the small deadlines that lead you towards the ultimate deadline at the end. Managing events is like making a house of cards, one card trip (a missed deadline), and you have a never ending list of problems waiting for you.
Use Stephen Covey’s Time Management Matrix
Every person can have their own set of rules for effective time management, but there are also some great universal rules that have helped lots of people achieve their goals within time. One of these rules is the Time Management Matrix by Stephen Covey.
The matrix allows you to write down the tasks in either of the 4 quadrants.
- Urgent and important
- Not urgent and important
- Urgent and not important
- Not urgent and not important
You simply have to write down your daily tasks in these quadrants, and then complete them in order of priority from quadrant 1 to quadrant 4. This is an easy way to manage your event management tasks rather than having a plain list of tasks with no set priority.
Get The Help Of Some Tools
The world is full of free and cheap productivity tools that you can use to increase your productivity in event management on a daily basis. A brief Google search can give you a whole list of such applications.
These tools are not only available to manage your on-site tasks, but you can also use them to set your social media campaigns on autopilot. You can even use an automated invoicing software to automatically send invoices and receive timely payments.
Focus On One Task At A Time
Event planning is mostly about multitasking, at least this is what many people think of it. But the best way forward for you is focusing on one task at a time. For example, we made a priority matrix in the first step, you can take one task from that matrix and complete it first before moving on to the next step.
Multitasking can actually decrease your productivity. So, try focusing on one task at a time as it is better to have one completed task at the end of your day than having 4 or 5 partially done tasks.
Consider Automating Non-Productive Tasks
In event management, you will have many tasks that are repetitive, time consuming and non-productive. So, it will be your best bet to automate those tasks with the help of technology available these days. The best examples in this scenario are email marketing and social media management.
Technology is so cheap these days that you can automate any service at almost not cost. And the best part is that it will help improve your productivity by letting you focus on the most important tasks of high priority.
This is how you can manage corporate tent rentals Rockland NY, your team, the guests, and the whole event, without making it stressful.