Event production is a demanding and complex field that requires a high level of collaboration, communication, and creativity. To deliver successful events, you need a team that works well together, supports each other, and shares a common vision. But how do you build a positive team culture for events? Here are some tips to help you foster a strong and cohesive event team.
The first step to building a positive team culture is to clarify your goals and values as an event producer. What is the purpose and mission of your events? What are the standards and expectations you have for your team? How do you measure and celebrate success? By defining your goals and values, you can align your team around a shared direction and identity, and create a sense of belonging and pride.
As an event producer, our primary goal is to create memorable and impactful events for our clients. We aim to understand their objectives, whether it's boosting brand visibility, fostering community engagement, or generating leads, and tailor our efforts accordingly. We value quality execution, emphasizing that each detail contributes to the overall success of our events. Timeliness is crucial, and we prioritize meeting deadlines to ensure smooth planning and execution. Managing the event budget responsibly is a top priority, as we understand the importance of delivering value to our clients. Our team's collaboration is fundamental, recognizing that every member's contribution is essential to creating outstanding event experiences.
In my experience, it works best if I, the facilitator bring SAFETY/POSITIVITY. It sets the stage for a culture of authentic GROWTH, which is the purpose/mission for my events. A safe space is a place that is free of bias, conflict, criticism, or potentially threatening actions, ideas, or conversations. It is an area AND state of mind where people may feel at ease, valued, and safe from harm or judgment. Safe spaces promote people's emotional and psychological health, enabling them to express themselves openly, get assistance when necessary, and GROW as individuals. Success is measured by word choice, taking ownership of emotions, ability to listen, withhold advice, keep the conversation private, act appropriately afterword. Celebrate w/joy.
The second step to building a positive team culture is to communicate openly and frequently with your team. Communication is essential for coordination, feedback, and problem-solving in event production. You should establish regular and clear channels of communication, such as meetings, emails, calls, and chats, and encourage your team to share their ideas, opinions, and concerns. You should also listen actively and respectfully to your team, and acknowledge their contributions and achievements.
Efficient communication between event staff and leadership during a one-off event is crucial for seamless coordination. To achieve this, we employ various tech solutions. Walkie-talkie apps like Zello or Voxer turn smartphones into real-time communication devices, ensuring immediate contact. Group messaging apps such as Slack and Microsoft Teams create dedicated channels for organized discussions and updates. Video conferencing apps facilitate virtual meetings for dispersed teams. Mobile event apps can include exclusive chat sections for staff and leadership. Task management apps like Asana and Trello assist in task assignment and progress tracking. These tech tools enhance real-time collaboration and information sharing.
One practice I've found helpful as I'm starting out solo is to run through plans, thoughts and ideas with someone who's an expert on a topic or theme. I ask for honest feedback, opinions and help with concerns or problem-solving. I am truly grateful for my trusted associates, family and friends who are open and available to assist, and I always let them know how much they are appreciated.
The third step to building a positive team culture is to empower and trust your team. Event production involves a lot of autonomy, responsibility, and decision-making, so you need to give your team the authority and resources they need to do their jobs effectively. You should also trust your team to deliver quality work, and avoid micromanaging or interfering with their processes. By empowering and trusting your team, you can boost their confidence, motivation, and ownership.
Empowering and trusting employees in a short period requires a focused and efficient approach. Start by quickly identifying specific tasks or projects that align with their existing competencies and skill sets. Provide clear and concise instructions, along with any necessary resources, and schedule regular but brief check-in meetings to monitor progress and offer guidance. Encourage employees to take ownership of the tasks and make decisions when possible, while emphasizing your trust in their abilities. Leverage technology tools for streamlined communication and collaboration, and ensure they have access to any needed resources or support. Celebrate successful task completion and offer timely feedback.
The fourth step to building a positive team culture is to support and develop your team. Event production can be stressful, challenging, and unpredictable, so you need to provide your team with the support and guidance they need to cope and grow. You should offer your team constructive feedback, coaching, and mentoring, and help them improve their skills and knowledge. You should also recognize and reward your team for their efforts and accomplishments, and show them appreciation and gratitude.
Being actively involved as a leader within the team you're leading in event production can bring several significant advantages. First and foremost, it allows you to lead by example, setting the standard for dedication, work ethic, and commitment. Your active participation inspires team members to match your level of engagement and professionalism. Additionally, being part of the team provides invaluable insights into the challenges and complexities of event production. This firsthand understanding enables you to make informed decisions, offer relevant guidance, and address issues effectively, contributing to a smoother event execution.
The fifth step to building a positive team culture is to promote collaboration and creativity among your team. Event production requires a lot of teamwork, innovation, and adaptation, so you need to create a collaborative and creative environment for your team. You should encourage your team to work together, share resources, and learn from each other. You should also foster a culture of experimentation, risk-taking, and learning from mistakes, and inspire your team to think outside the box and try new things.
Promoting collaboration and creativity as a leader hinges on being a good observer and an attentive listener. Effective observation enables the recognition of individual strengths and the identification of interaction dynamics within the team. By aligning tasks with team members' skills and addressing communication challenges, collaboration flourishes. Moreover, observing industry trends and opportunities fosters innovation by guiding the team toward creative solutions. Regularly acknowledging progress and successes boosts morale and motivation. In parallel, active listening creates an open dialogue, encouraging team members to freely express ideas and concerns, ultimately contributing to a more collaborative environment.
The sixth and final step to building a positive team culture is to have fun and celebrate with your team. Event production can be fun, rewarding, and exciting, so you need to enjoy the journey and the outcome with your team. You should create opportunities for your team to socialize, bond, and relax, such as team-building activities, lunches, or parties. You should also celebrate your team's achievements, milestones, and feedback, and share the positive impact of your events.
I've found many ways of celebrating as a solo Functional Life Coach. A few ideas where I feel rewarded are when I connect over a meal, walk or a party with my wonderful family, friends and associates that have been encouraging and strong in jounrneying alongside my hard work. I also feel replenished with singing, enjoying participating as an inprov team member and taking vacation.
In my experience as a team of one, connecting with your Higher Power and staying connected with others is foundational. Giving yourself grace is an absolute, if you don't know how, you MUST learn. Allow yourself the TIME, SPACE and ENERGY to GROW, LEARN and ENJOY YOUR JOURNEY!! Allow yourself to FEEL ALL OF YOUR EMOTIONS and move forward!! Cheers!!