Organizing an event is very stressful even for the most experienced event planners. No matter how many years you’ve been in the business and how many occasions you’ve mounted, one can never really prepare for when things just go wrong. While incidentals aren’t predictable, there are things that one can do to make things go more smoothly and efficiently. That way, you succeed in planning a strong event and make it as minimally stressful as possible.
Here are 6 ways to help you boost your productivity while making sure you’re not at your wit’s end.
- Manage your time and declutter your workspace
Efficient work habits are your best defense against an unsuccessful event. By learning how to pace your activities, to structure your days and time, and to get rid of the clutter on your desk and in your head, you get clearer view of your timeline. It also allows you extra time to get a nap and take care of yourself and your family. Always leave a part of your day free for anything unexpected. Every event planner knows that clients tend to ask for last-minute requests so include those in your schedule, even when it hasn’t happened yet.
- Stay within your budget
Creating spreadsheets of your expenses and disbursements is not exactly fun, but it’s something you have to do. Mounting an event involves rentals, payments, permits, hiring manpower and logistics, and collecting supplies. Luckily for event planners today, there are techologies and apps that will make this task easier.
Also, when setting a budget to present to your client, allow an additional 5 to 25 percent for contigencies. Do not assume things will always go smoothly. It’s best to be prepared for the worst so that when something unplanned does happen, you don’t panic because you know you are ready with the funds to address it.
- Read contracts in detail.
Fussing over the fine print of your contracts with suppliers and your client takes only a few minutes of your time. This also reduces the risk of manipulation and lowers the chances of a misunderstanding. If there is anything in the text that is unclear, discuss it with the other party immediately.
Asking a lot of questions about the contract will not make you look like an amateur (as some people might think). It will give off the impression that you are serious about the deal and will exercise all efforts to make sure the event turns out successful.
- Get rid of the excess baggage
Issues like ticketing and hotel accommodations should not be part of the event management process under your wing. These are elements that are important but can be delegated to a team member or to a third-party provider. You already have enough on your hands with the venue, invitations, content, and other logistics. Don’t clutter your schedule even more if you can outsource.
- Automate everything you can
The best way to combat stress when plannng an event is to make use of technology to make things happen easier and faster. There are apps for just about everything nowadays, so take advantage of that. For instance, Trello is an effective tool for team communication because it lets you see what others are doing, what’s been done, and if there are tasks that are still pending. You can also gather your team in one Slack workspace so you can get instant, real-time updates on everybody’s progress.