You’re struggling to keep your event schedule organized. How can you streamline the process?

There are a few strategies you can implement to streamline the process. Firstly, consider using a digital calendar or scheduling tool such as Google Calendar or Microsoft Outlook.Secondly, it's helpful to prioritize and categorize your events. You can assign labels or color codes to different types of events, making it easier to identify and prioritize them. Additionally, setting realistic deadlines is crucial. Be mindful of your capacity and avoid overbooking yourself by setting achievable deadlines and leaving buffer time between events.

We all know events are made up of lots of moving parts. So, to avoid disaster or a lot of sleepless nights, having a clear aim of what you want to achieve from the beginning is fundamental. From here the objectives are built. WHY - Why are you doing this WHAT - What do you want to achieve HOW - From the what and the why will flow the how. WHO - From the how, you will start to piece together the team you need and can attribute jobs to each. Remember, each job should have an owner with a clear objective and timeline/finish date.

I agree with this starting point. It does not always have to be a formal, written and notarized document but having a clear view of what you are trying to achieve with this event is crucial. Having a target and gearing all planning towards that target is helpful both for yourself and for keeping team members or partners on track as well.

One thing I have found useful is to have event templates. I run many different events, so I have prepared templates .....I guess you could call them 'To Do' lists, but specific for each event, and then work my way through the list. Obviously each event is unique, but also has similarities! You're welcome!!

Identifying what you want to achieve at the end of the event provides a clear purpose and direction for streamlining the process. By establishing specific goals, such as maximizing attendee engagement, increasing brand awareness, or driving revenue, you can tailor your event schedule to prioritize activities and initiatives that directly contribute to these objectives. This focused approach enables you to allocate resources more effectively. Regularly revisiting and reassessing these objectives throughout the planning process allows you to adapt and refine your event schedule as needed, ensuring that it remains aligned with your desired outcomes and ultimately enhances the success of your event.

There are lots of great tools out there to help streamline event production. Choose the ones that work for you and your team. Make sure they are simplifying the process and not adding to the work load. No one wants to feel the pressure of updating their slack/Asana/Trello whatever it is, on top of their event production workload. Top tools for me are: - Google calendar/meets for arranging catch ups - Asana for tasks that need to get done and assigning owners and deadlines - Google sheets for creating a production schedule, buying list, invoice logging, budget - Sketch up for floorplans - Pinterest for moodboards

Tools can significantly boost your workflow or impede it. Selecting the right tools that suit not just you but your team members is key. There are so many event management tools that you and your team can leverage. Find the ones that work for you and the team and work around them. Collaborate with your team to gather feedback and preferences, ensuring the selected tools meet everyone's requirements and preferences. You can also invest time in training and familiarizing team members with the chosen tools to maximize their effectiveness and minimize any potential learning curves.

I love using Asana, for the project management aspects of event production. Asana is a great way for everyone involved in the event to see everthing involved in the production timeline. Is someone running ahead of schedule or behind? Which tasks are dependent on the completion of other tasks? These questions and more are clear and visible in Asana. Asana is a great way to break BIG general tasks down into small bite-size tasks. Then the task can be assigned to a specific person who signs off on the task when it's completed. And, if a BIG general task has cross-team components that are dependent on something being done before something else can be done, Asana is a great way to track all of it!

Once you know what you want to achieve at the end of the event, it is beneficial to break down your goals into smaller, actionable tasks. By breaking down your goals into smaller components, you can create a clear roadmap for achieving success and ensure that each task contributes directly to your objectives. This approach allows you to prioritize tasks, allocate resources effectively, and track progress more efficiently. Breaking down your goals into smaller tasks makes them more manageable and less overwhelming, increasing the likelihood of successful execution.

Once you have the what you want to achieve and why locked in, how will start to become apparent. From each element of the event a list of tasks will form. Breaking these down into: What is the task What should it look like, By who and By when Means everyone is clear from the start and understands their role and responsibility. It is key each task has an owner and a deadline to avoid confusion and something slipping through the gaps.

Communication are important in our work life, even work alone well it need to Communicate to the person who appointed too. Try to Communicate out of the box are more important then struggling in the problem you are having

Communication is the bedrock of a successful event. When across an event we have various methods of communication. Kick off meeting with client, always in person. Team and supplier kick off meeting, where possible onsite. Team What's app - for the immediate, urgent. Weekly check in, online - full production team progress report. Weekly client meeting, online - a chance to get feedback and ask questions. We always follow these up with an email summary of what was discussed. Mini break out meetings, phone calls - arranged as and when, between team members, suppliers. Supplier updates, by email. We established this system as a team. It is important to design a communication strategy with your team, so it suits everyone's needs.

After an event the team hosts an internal "hot wash" where we come together and discuss the successes and areas of improvement. This is especially useful for recurring or annual events; keeps your team and your events elevated.

Your production schedule is an alive beast! It should guide each meeting, so that you are getting questions answered and problems resolved. We go through our schedule as our progress report, to make sure each meeting is a succinct as possible and nothing is missed. From each resolution and answer a new task is generally formed and needs adding to the event production doc!