Optimized workflow for event planning


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Event planning and management is one of the most stressful jobs out there.

One of the key factors to which this stress can be attributed is the plethora of tasks that the job encompasses.

It’s a job that begins even before the contract is signed. From initial pitch, concept, incubation to the actual event plan, it can be difficult for event planners to keep their eye on the ball and maintain a steady workflow, overwhelmed by the accountability and magnitude of each event planning task.

So, here’s a little something to help you out.

Check out these 10 tips to help you stay organized while planning your next event:

1. Create a master plan: define and decide

Create a master plan

Before beginning to plan an event and getting started with set tasks, start with a vision in your mind and a set timeline to finish it.

Define a direction and decide upon a strategy that will get you to your goal.

You need to be clear in terms of the direction you want to go, the kind of event you need to plan, who can help you, and the things you need to do to accomplish the task.

The first step to getting organized is to define a goal and decide a plan of action to accomplish the same.

2. Tasks: Put everything on a checklist

Put everything on a checklist

The only way to remain organized is to follow a set directions.

How do you know the direction you need to be focused on?

It's only by clearly defining a set of tasks that you’ll know what is to be done and in what timeframe.

This is where the checklist of tasks comes in.

You can start with an event planning pre-made template checklist to get you going, but make sure you add everything that is specific to your event.

This can either be on paper or digital. While some people prefer paper, one of the key benefits of going digital is that it is quick and easy to maintain and you can always back it up in real time, so you and your team are always working with the most current information. .

3. Set a deadline

Set a deadline

The events industry is booming: From conferences to summits, the number of events across the world grows year by year.

This has lead to shorter lead times for planners, who often have to work under severe time constraints.

In order to remain on track it is essential that you set deadlines and work to them. When you are creating your checklist, make sure you have allotted time-frames to hit your deadlines.

4.  Each day: clearly define the tasks

clearly define the tasks

Your goal is to produce a successful and smooth-running event.

In order to achieve that goal, you’ll need to decide upon and reach smaller milestones.

Decide on the tasks you want to accomplish each week. Decide upon the work that needs to be done each day in order to reach the weekly target.

Divide and delegate these tasks to your team members.

5. Get a little help from your tech

Get a little help from your tech

Technology can be a life saver when it comes to staying organized.

Use the right tools for the right tasks, but don’t let it become a time waster. Sometime too much of a good thing can actually turn out to be bad.

Having multiple tech tools, each with their own set of features, some with overlapping functionality, can be confusing and time consuming.

Tools like all-in-one event software or a single team management app like Asana or Slack can be the helping hands you need to remain organized.

6.  Wherever possible: Delegate


It is of utmost importance to have a good team in place.

You must define the roles of each team member and delegate tasks accordingly.

When allotting these tasks, ensure that both you and your team members are on the same page in terms of what is to be done and the resources required to do so.

This makes it easier for you to coordinate and hit your goals.

7. Coordinate and update

Coordinate and update

Delegating tasks does not  reduce accountability. At the end of the day, if someone from your team messes up, it will reflect on you. If you’ve delegated something, it is still your responsibility that it gets done well.

Especially as you get closer and close to the event, lots of event organization teams benefit from daily check-ins to make sure all tasks are clearly communicated and completed.

You can even check-in at the beginning and end of each day.

Each member must be clear about the tasks to be accomplished during a particular day.

You should follow up on those tasks at the end of the day to ensure that the work is being done as defined. You can also use team management strategies and tools for this.

8. Simplify and declutter

Simplify and declutter

“Organising is what you do before you do something, so that when you do it, it is not all mixed up”
—A.A. Milne

You’ll need to constantly declutter your task list as well as the physical space around you.

Practice this for a week if you can: at the end of each work day, follow up with the tasks you decided to accomplish at the beginning of the day and mark them as completed or in progress.

Clean up your desk, remove anything that is no longer needed, stack your papers, and create some space.

This will give you a fresh start to work the next day.

9. Stay balanced

Stay balanced

Now and again, it is necessary for planners to take a step back and relax.

Make sure you don’t completely lose your routine, and take care of yourself. This will help you deal with stress and obstacles more efficiently.

Working like a well-oiled machine may seem like a good option to get things done faster, but it is definitely not a good way to get things done better.

You can put in longer hours when it is absolutely necessary.

Apart from that, overworking often leads to decreased productivity and inferior work quality.

Take time to relax in your usual way, or read an article or a blog to learn something that might be useful.

10. Evaluate


All your planning and coordinating is in vain if you don’t learn from your mistakes. After every event, it is important to evaluate your approach and learn from it.

Know what worked and what didn’t.

How well did task delegation work? Do you need to change methods or tools?

Understand what went wrong in terms of execution and what tasks took up what time. Alter your ways or future plans according.

Updating your processes is the best way to remain organized.

Finding a system that works for you

Every planner has their own system. Some like updating things on a daily basis, while some like to do tasks in bulk. The final result has to be a well planned, well executed event.

In conclusion, take note of these tips, know what system and what tools work for you, and create a strategy of your own so that your plans falls in line.

About the Author:

Hemani is also a content marketer and a key contributor to Hubilo Blog. Hemani strives to create resourceful guides that pave the way to insightful discussion built around various facets of the event industry. She has a keen interest in event technology and how multiple innovations in the field can help transform the way events are created, marketed and executed.


Average: 4.5 (2 votes)


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