Planning an event with your team can be a challenging and rewarding experience, but it also requires you to balance multiple tasks, deadlines, and expectations. How can you manage competing priorities and ensure a successful outcome for your event? Here are some tips to help you navigate the complex process of event production.
Before you start working on the details of your event, you need to have a clear vision of what you want to achieve and how you will measure your success. Define the goals, objectives, and key performance indicators (KPIs) of your event with your team and stakeholders, and make sure they are aligned and realistic. Also, establish the scope and boundaries of your event, such as the budget, timeline, audience, format, and deliverables. Having a clear scope will help you prioritize your tasks and avoid scope creep.
It's horses for courses: if you're planning a major product launch, then a highly structured and metric-laden approach may be right. If it's a night out with colleagues at the pub, not so much. Also, don't reinvent the wheel (hey! I've got two cliches into one paragraph) - what went well last time we did something like this? Should this event really be seen as part of a sequence?
1- outline your tasks and prioritize in order of importance 2- Delegate; no one can do it all. 3- if possible reschedule tasks that do not require immediate attention.
Les points suivant doivent être clair avant de commencer à travailler en équipe : - Comment sont définit les objectifs spécifiques ? - Qui sont les parties prenantes ? - Quel est le public cible ? - Quelle est la portée de l'événement ? - Quel est notre plan d'action ? - Communication transparente entre les équipe, et évalutation/ajustement si nécessaire
Well, before even starting the event the expected and targeted outcome should already be clear. A priority discussion should be finalized prior to the event. An event is an investment and with that should be efficient and effective.
Se empieza por el grueso a conseguir: - Entender la finalidad del evento para el anfitrión - Definir la dinámica, plazos, emplazamiento/s y envergadura del evento - Decidir el enfoque del desarrollo con tu equipo - Presupuesto disponible y KPIs
Once you have defined the goals and scope of your event, you need to create a detailed project plan that outlines the tasks, responsibilities, and deadlines for each stage of the event production. Use a project management tool or software to organize and track your progress, and assign roles and accountabilities to your team members. A project plan will help you communicate your expectations, monitor your performance, and identify any risks or issues that may arise.
Make sure the project plan includes after-event activities - both clearing up activities once the public event is over, and taking time to analyze those KPIs. Also, remember that there will be people whose contribution is behind the scenes. How will you motivate them when they aren't actually at the event?
... Y se continúa desmigajando en peque?os pasos los objetivos generales: - Decidir los recursos que se van a destinar, tanto humanos como productivos - Repartir tareas según los equipos, a la par que asignar responsables de equipo - Las herramientas en la nube son fundamentales Siempre con el planning genenal como referencia.
Communication is key to managing competing priorities and ensuring everyone is on the same page. Communicate with your team and stakeholders regularly and transparently, using the appropriate channels and tools. Share updates, feedback, and challenges, and solicit input and suggestions. Also, communicate with your vendors, partners, and speakers, and confirm their availability, requirements, and expectations. Communication will help you build trust, collaboration, and alignment among all the parties involved in your event.
Communication is indeed key; but it can be difficult if you're trying to keep the event under wraps for the customer. Having a code name can sometimes help, and can help (a) to distinguish communication about the event from organizational activities in general; and (b) to foster a sense of momentum and cohesiveness.
Una comunicación clara, efectiva y continua es esencial. No obstante, hay un delicado equilibrio entre ello y la duplicidad de mensajes, que pueden acabar siendo contradictorios. De ahí la importancia de los responsables que recogen las necesidades, propuestas y progresos de cada equipo, donde cada responsable lo ponga en común para optimizar el tiempo y los mensajes al máximo.
Pour communiquer efficacement avec ses équipes lors de la production il faut : - Définir dès le départ les canaux de communication à utiliser - Maintenir une communication ouverte et transparente au sein de l'équipe - Définir clairement les r?les et responsabilités de chacun - Organiser des réunions régulières, brèves et efficaces - Utiliser des outils de gestion de projet - Favoriser la réactivité - Résoudre les conflits interne de manière constructive - Favoriser la cohésion d'équipe
La comunicación siempre será lo más importante, pero también debe estar acompa?ada de otras cosas como: - Anotar los pendientes. - lleva un diario de las actividades del día y lo que quedará para el próximo. - Si no quedó algo claro preguntar las veces que sea necesario. - Hablar con tu equipo para saber si hay preguntas o dudas al momento de la toma de decisiones.
You can't do everything by yourself, so you need to delegate and empower your team to take ownership of their tasks and deliver quality results. Delegate according to your team members' strengths, skills, and interests, and provide them with the resources, guidance, and support they need. Empower them to make decisions, solve problems, and innovate within their scope of work, and recognize their contributions and achievements. Delegating and empowering your team will help you reduce your workload, increase your efficiency, and foster a positive team culture.
#firstteam...always. Your team is there to support you especially if you have hit a roadblock or need help prioritizing tasks/ initiatives/ etc. Sometimes a set of "fresh eyes" is exactly what you need to see a different perspective and help you move forward. Asking for help shows you are strong. Delegation allows you to assume a more strategic position as well as move things faster by having more hands doing the work. Make sure you all come back frequently to celebrate your wins as a team.
Un responsable de equipo experimentado, ha estado en el lugar de su equipo y se vuelve más que un jefe, es un líder de equipo. El matiz reside en que conoce las características de cada miembro y confía en sus puntos fuertes (delega) a la vez que impulsa aquellos que no son tan fuertes (empodera) y genera un buen ambiente reconociendo las labores (integra).
Pas de délégation sans un bon management, il faut pour cela : - Comprendre les forces et les faiblesses de chaque membre de l'équipe - Définir clairement les objectifs et les attentes - Donner les ressources nécessaires à ses équipiers - Favoriser l'autonomie, l'initiative et la confiance - Fixer des échéances et des jalons - Encourager la communication et le feedback - Reconna?tre et récompenser les réalisations - Assumer la responsabilité de l'échec et encourager l'apprentissage - évaluer les performances de ses équipes et ajuster leurs responsabilités si nécessaire
Effective delegation is key. Start by clearly defining roles and responsibilities within your team, ensuring each member understands their position. Prioritize tasks based on urgency and importance, and match them with team members' strengths and capacities. Empower your team by trusting their expertise and providing them the autonomy to make decisions within their domains. Hold regular check-ins to monitor progress, adjust priorities as needed, and maintain open communication channels for support. This approach fosters a collaborative environment where team members feel valued and motivated. Don’t inject yourself if not necessary, often times doing so shows lack of confidence in the team which can be detrimental.
Even with a clear project plan and scope, you may encounter unexpected changes or challenges that require you to adjust your priorities and actions. To prioritize effectively, you need to evaluate the urgency and importance of each task, and focus on the ones that have the most impact on your goals and KPIs. You also need to be flexible and adaptable to changing circumstances, and be ready to pivot or modify your plan if needed. Prioritizing and adapting to changes will help you cope with uncertainty, avoid stress, and deliver a successful event.
' Divide to Conquer' strategy will be most appropriate here. Dividing the team to give each project the required attention with structured chart of authority or delegation. A clear project plan must be drawn for each, efficiently utilising resources, time management and cost . This facilitates leveraging on requisite skillsets accross each team. Regular monitoring and evaluation of progress meetings is equally important. These culminatively, should help manage competing priorities, whilst enpowering the team to do bigger and better subsequently.
100% prioritize. There is always going to be too much to do. Therefore defining both the "must haves" as well as the "definition of done" for each is imperative. By doing this exercise you will clearly rank the competing items thus resolving the conflict. Be ruthless (in a fun way) and pick only one #1.
Los cambios son constantes. La flexibilidad es imprescindible y el think out the box es un don. Aún así, no se debe perder el foco del objetivo principal permitiendo que lo urgente -que a veces enga?a- pise a lo importante.
After your event is over, you need to review and learn from your experience, and celebrate your achievements. Gather feedback from your team, stakeholders, attendees, and vendors, and analyze the data and results of your event. Identify what went well, what didn't, and what you can improve for future events. Also, acknowledge and appreciate your team's efforts and accomplishments, and celebrate your success. Reviewing and learning from your experience will help you grow as an event producer, and enhance your skills and reputation.
El cuadro sólo se aprecia bien desde lejos. Es importante hacer el wrap up de gastos, recaudaciones, resultados, dificultades y mejoras inmediatamente después de la finalización, mientras la experiencia aún está fresca. Comunicarlo al cliente, equipo y proveedores es la mejor manera de aprender, afianzar y, por supuesto, sentirse satisfecho con lo logrado.
Para manejar eficientemente las prioridades en la planificación de eventos, es crucial establecer objetivos claros y asignar tareas basándose en su impacto y urgencia. Por ejemplo, si estás organizando una conferencia, prioriza la reserva del lugar y la confirmación de los oradores antes que detalles como la decoración. Utiliza herramientas como la matriz de prioridades para clasificar y abordar las tareas de manera estratégica, asegurando así que los aspectos más críticos se atiendan primero para el éxito del evento.