How Successful Event Planners Stay Organized
Event planning can be a monumental task. Many different things have to be done, and lots of things need to be planned. To get ready for the event, the event planning checklist should include:
- Preparing the guest list.
- Ordering any supplies needed for the event.
- Making sure everything is ready for the event.
Event planners come up with brilliant strategies to manage multiple tasks and stay on top of things. Amidst all the hustle and bustle, an event planner’s job is to orchestrate all the moving parts into a bigger, more beautiful picture. Moreover, if it’s a virtual event, the planner might even use online tools and resources to smoothly execute the event by strategically planning a live stream production. Event management companies such as We & Goliath can also provide aid for virtual conferences, fundraising, summits, tradeshows, and more. Furthermore, organizing an online event can also ensure high viewership and engagement for international attendees as well as better convenience.
Here’s How Successful Event Planners Stay Organized:
Planners Schedule Their Meetings, So Meetings Become the First Priority in Planners’ Daily To-Do Lists.
To-Do lists, reminders, and task manager apps such as Trello are especially useful for event planning. Planners can keep up with their to-do lists, even delegate items to assistants or other planners, and see the status of their tasks at any time. A planner’s day is spent juggling meetings, which seem to multiply faster than ever. Planners use calendars, organizers, reminders, and apps to track their schedules. They rely on these technological tools to stay organized to focus on meeting their business goals. These tools could include the likes of small business phone systems that they might use to integrate all communication under one roof. With the help of an organized telephone system, they could keep up to date with all messages moving to and from their workplace, including relayed messages and others. This helps them to keep a tab and finish most tasks.
Planners Categorize Their Files, So Papers Are the Last Thing They See When They Close Their Desks at The End of The Day.
Organizers categorize their files, so papers are the last thing they see when they close their desks at the end of the day. Organizing your planners can help you stay organized. Since planners represent a lot of work, you need to organize your materials. Organizing your planners will help you stay organized, but it will also help you stay more organized. They use “the three P’s” method: plan, prioritize, and purge. Planners organize their files by placing them in a folder and labeling it. They may put papers in a particular pile to know which files to keep or junk. If a piece of paper is junk, planners put it in the trash. Planners keep important information in a “temporary” folder. They can sort the “temporary” folder by date or type of information. They also organize the papers they want to save. Planners can sort the papers they want to save by filing them alphabetically or by subject.
Organizers Also Place Scheduling Alerts in The Calendar. They Rely on Meeting Tools or Apps Such as Doodle to Schedule Meetings, And Use Location Sharing or Voice-Enabled Conference Calls to Keep Everyone on The Same Page.
Successful event planners keep their calendars up to date and plan their events. They research their event organizer topic and industry event planner to stay up to date with the latest trends and event services available to them. Organizers use various meeting tools, such as Doodle, to block out time for meetings. They use schedule alerts to ensure everyone stays on the same page. Doodle reminds users that meetings need to be scheduled in advance. It also reminds people when and where their meeting is scheduled. The app is a great way to collaborate. Organizers that use Doodle are able to keep track of their schedule, make sure nothing gets forgotten, and stay on task.
Organizers Also Use Project Management Tools Such as Trello and Asana to Manage Their Projects and Collaborate with Outside Vendors.
The success of an event planner depends a lot on their ability to manage their time. Being able to plan ahead is an essential skill in managing time. One great time management tool is Trello. Trello organizes your workload into tasks. It also lets you organize teams. You can assign tasks to team members and keep track of their progress. Trello integrates with Outlook and Google Calendar, so it can help you plan your schedule. A planner should also manage their day by starting their to-do list with a little planning and checking off items as they complete them. They should have contacts for outside vendors that are reliable for quick and efficient work. For example, if a business event is to be planned, then event planners should have contacts to book a venue, get the required promotional print in London or wherever the event is being held, book the appropriate catering services, etc. Ideally, by the end of the day, they should be able to see where their priorities should lie.
Planners Implement Organizational Systems and Technology, So Planners Can Stay on Top of Projects, Even If They’re Not in The Office.
Building strong internal processes is critical, but technology plays an equally important role. Planners need to ensure that their team is leveraging the right technology to help streamline their workflow. Planners should integrate technology across their offices and beyond to ensure they can collaborate anytime, anywhere, and on any device. They should also focus on internal communication, including using tools such as a business phone system that allows them to share critical information with their entire team in real-time.
Organizers stand a better chance of succeeding if they use organizational techniques to improve efficiency. That means organizing the schedule, delegating responsibilities, and making phone calls sooner rather than later.
Trevor Norton