Event planning is a stressful and overwhelming task. This is the reason why event management services divide the workload to different staff members, and efficiently manage a well-coordinated team. Effective management is one of the key ingredients to a team’s success.
Here are 8 points that you should keep in mind when managing your own event team.
1. Gather together a competent event team.
This is the first step towards a successful event. Overwhelming tasks can’t be handled by a single person—more heads are always better than one. Make sure to acknowledge the needs of every team member. It is necessary to research and map out the fields. If you need to hire more people to handle sales, then hire more marketing people.
2. Set your objectives and goals.
Goals and objectives are crucial for an effective game plan. What are you trying to accomplish? Once you’ve answered this question, you will be able to guide your team members towards a success event. Set a meeting and talk about gaining revenue, ROI, product sales and professional networking. Then, plan the contributions of every person.
3. Delegate the tasks.
Are you done outlining the tasks that you need to accomplish? If yes, then it’s time to delegate the routine. Task delegation allows event planners to streamline the complete event planning and management process. This will quicken the execution of the event, most especially if you have a shorter lead time. List down all of the jobs that need to be done, and assign deadlines.
4. Supervise and do follow-ups.
A responsible event planner leads his or her entire team in accomplishing a flawless event. He or she must supervise well, and do timely follow ups. Event planning is a long, time-consuming process, so it’s important to regularly check the proceedings. If you want, you can send out reminders to every team member once in a while. Remember, each team is different. What works for yours may not work for others. Just find that specific approach that works well with your workflow.
5. Utilize the power of technology.
You may be the most hardworking and meticulous person in the world, but trust me, you will need some assistance. Use a specific platform or app to make your team’s life easier. If there is a software or digital system that can monitor all of your actions, why not use one? At this day and age, we should cling to technology to be even more productive.
6. Communicate with your team well.
Behind every successful event is meticulous communication routine. This is crucial for a smooth event execution. At some point, you will encounter miscommunication with your workmates, but that can considered normal. Just learn from it and move on. Multiple channels can sometimes give birth to confusion. This is the reason why it is important to keep everyone on the same page.
7. Provide incentives.
Motivate your team to do their best in every event project. Remember, any task can be accomplished in many ways. With utmost creativity, you can look for different ways to solve a problem. How can you show them appreciation? Provide incentives. These little rewards can be intangible and tangible. It may seem like a small thing, but it will surely go a long way.
8. Lead your team to success.
Responsible event planners guide their team members in achieving a fun and exciting event. Make sure to make your vision a reality. Along the way, you may encounter certain challenges. But, at the end of the day, with great motivation, strong will and hard work, you will be able to get through it. As a leader, you should also serve as a role model for your team members.