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You’re always running out of time at work. How can you get more done without sacrificing quality?

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You love event production, but you often feel overwhelmed by the amount of tasks and deadlines you have to juggle. You want to deliver high-quality results, but you also need to manage your time and energy efficiently. How can you get more done without sacrificing quality? Here are some tips to help you improve your productivity and performance in event production.

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Ana Iglesias Morales

??Ayudo a empresas a dise?ar, planificar y producir sus eventos | ??Formo profesionales en producción de eventos…

1 Plan ahead

One of the keys to successful event production is planning ahead. You need to have a clear vision of your goals, budget, timeline, and resources. You also need to anticipate potential challenges and risks, and have contingency plans in place. Planning ahead will help you avoid last-minute stress and confusion, and ensure that you have everything you need to execute your event smoothly.

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Vincent Cheatham

Production Coordinator
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Time blocking involves dedicating specific blocks of time to focus on particular tasks or categories of work. By structuring your day in this way, you can ensure that you allocate sufficient time to essential activities while minimizing distractions and interruptions. Additionally, incorporating buffer periods between tasks allows for flexibility and helps accommodate unexpected changes or delays without derailing your entire schedule.

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2 Prioritize and delegate

Another important skill for event production is prioritization. You need to identify the most important and urgent tasks, and focus on them first. You also need to recognize your limits, and delegate tasks that you don't have to do yourself. You can use tools like the Eisenhower matrix or the ABCDE method to help you prioritize and delegate effectively. By doing so, you will free up your time and energy for the tasks that require your attention and expertise.

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Vincent Cheatham

Production Coordinator
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Agile methodologies, commonly used in project management, can be adapted to event production to improve efficiency and adaptability. Break down your event production process into smaller, manageable tasks or iterations, known as sprints, and prioritize them based on importance and urgency. Regularly reassess priorities and adjust your plan as needed to maximize productivity while maintaining quality standards.

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3 Communicate and collaborate

Event production is a team effort, and you need to communicate and collaborate with your colleagues, clients, vendors, and stakeholders. You need to establish clear roles and responsibilities, set expectations and deadlines, and provide feedback and updates. You also need to listen and respond to the needs and concerns of others, and resolve any conflicts or issues promptly. Communication and collaboration will help you build trust and rapport, and ensure that everyone is on the same page and working towards a common goal.

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Vincent Cheatham

Production Coordinator
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Mindful time management involves being present and fully engaged in your tasks, minimizing multitasking, and eliminating distractions. By focusing on one task at a time and allocating your attention mindfully, you can enhance your productivity and effectiveness. Techniques such as the Pomodoro Technique, which involves working in focused intervals followed by short breaks, can help you maintain concentration and sustain energy throughout the day.

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4 Automate and streamline

Technology can be a great ally for event production, as it can help you automate and streamline some of the tasks and processes that are repetitive or time-consuming. For example, you can use software or apps to create and manage your event website, registration, ticketing, marketing, surveys, and analytics. You can also use tools like Zapier or IFTTT to connect different platforms and automate workflows. By automating and streamlining some of the tasks, you will save time and money, and reduce errors and delays.

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Ana Iglesias Morales

??Ayudo a empresas a dise?ar, planificar y producir sus eventos | ??Formo profesionales en producción de eventos, proporcionándoles competencias tangibles y ayudándoles a impulsar sus carreras en el sector. #SoyWIR
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A menudo nuestro trabajo está lleno de tareas repetitivas. Crea tus propias plantillas en las que puedes guardar información que siempre se repite. Mete la info relevante de tus presupuestos en un excel con pesta?as para distintos apartados (AV, Mobiliario, etc.) de forma que no tengas que estar pidiendo siempre precios. Quédate con los nombres de las azafatas, montadores, técnicos, etc, que te han gustado en un evento, y solicítalos en el siguiente. Usa herramientas como Notion o Asana, o simplemente Tableros de Trello, para poder ver el estado de tu evento con facilidad. La clave es hacer que esas tareas que suelen repetirse, se automaticen al máximo. Tip: créate un repositorio de ideas en Pinterest para facilitar el proceso creativo

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Vincent Cheatham

Production Coordinator
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Identify tasks or responsibilities that are not core to your role or expertise in event production and consider outsourcing them. Delegate administrative or repetitive tasks, such as data entry, scheduling, or basic design work, to virtual assistants or freelancers. Outsourcing allows you to free up valuable time and resources, allowing you to concentrate on high-priority tasks that require your specialized skills and attention.

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5 Learn and improve

Finally, you need to have a growth mindset for event production, as it is a dynamic and evolving field that requires constant learning and improvement. You need to seek feedback and evaluate your performance after each event, and identify what went well and what can be improved. You also need to keep up with the latest trends and best practices in event production, and learn new skills and tools that can enhance your work. By learning and improving, you will increase your confidence and competence, and deliver better results.

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Vincent Cheatham

Production Coordinator
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Leverage agile event planning tools and software solutions designed to streamline collaboration, communication, and project management in event production. These tools often offer features such as task assignment, progress tracking, real-time collaboration, and centralized document management. By utilizing such tools, you can enhance team coordination, increase transparency, and minimize time spent on manual coordination and communication tasks.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Marvin Gathii

IT and Business Administration Services
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- Take some of the event plans home to finish up and try and get people to coordinate with me to get more feedback, mostly creative feedback.

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You’re always running out of time at work. How can you get more done without sacrificing quality?

1

2

3

4

5

6

1 Plan ahead

2 Prioritize and delegate

3 Communicate and collaborate

4 Automate and streamline

5 Learn and improve

6 Here’s what else to consider

Event Production

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You’re always running out of time at work. How can you get more done without sacrificing quality?

1

2

3

4

5

6

1 Plan ahead

2 Prioritize and delegate

3 Communicate and collaborate

4 Automate and streamline

5 Learn and improve

6 Here’s what else to consider

Event Production

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