Maximising Productivity: 5 Time Management Tips for Event Planners

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Time management is critical for success in any industry, but it is especially important in the events industry. Events are complex, highly-orchestrated occasions that require meticulous planning and coordination. A single missed deadline or overlooked detail can result in disastrous consequences for the event and its organiser. In order to achieve success in the events industry, it is essential to master time management skills.

In our long history of working with various clients and partnering with different associations in Spain and the UK, an attributable factor to highly successful events would be time-conscious project management systems. While it may take years to master these systems, there are basic methods that we can apply on a daily basis. Here are some of them which may help alleviate the stress you are feeling if you have an upcoming event:

1. Create a timeline

Creating a timeline is a logical first step in event planning. The timeline should include all the tasks that need to be completed, deadlines for each task, and important milestones such as the date of the event. This will provide a clear roadmap for the event and help to ensure that everything is completed on time.

2. Delegate tasks

Delegating tasks is an important part of effective time management. There will be certain tasks that can be completed by others and delegating those tasks can save a lot of time. Delegation also allows individuals to focus on their areas of expertise and avoid taking on responsibilities that are outside of their skill set. While it may be tempting to micromanage to make sure that tasks are ironed out, this may in fact be counterproductive and undermine the morale of your team.

3. Manage interruptions

Interruptions are common in the events industry, and it is important to manage them effectively. This can include setting aside time for email and phone calls, scheduling regular breaks to avoid burnout, and setting clear boundaries with colleagues and clients. At times, it is also important to anticipate possible roadblocks or delays. The key is to be resilient and, even though it sounds cliché, to make sure there is a plan B or C set in place.

4. Create highly-effective teams

In a fast-paced environment which may involve hundreds of moving parts, it is very important to create a team that you can rely on. Professional event organisers are not one-man shows. Behind the success of every name or agency, there lies a team of people with a shared passion and who can work together with high precision.

5. Employ project management techniques

To be more accurate when it comes to manoeuvring different parts of the event, it may help to have project management knowledge and tools. Creating an event or project plan, a work breakdown structure (WBS), or a Gantt chart may prove to be helpful in anchoring your project to a specific structure.

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Simple Time Management Techniques

When it comes to time management, here are some general techniques which may also help you manage your events:

Pomodoro Technique

The Pomodoro technique is a time management technique that involves breaking down your work into intervals called Pomodoros. Each Pomodoro is 25 minutes long, followed by a five-minute break. After four Pomodoros, you may take a more extended break.

Eisenhower Matrix

The Eisenhower Matrix is another technique that involves categorising your tasks based on their urgency and importance. You can then prioritise your tasks more effectively according to their groupings.

Time Blocking

Lastly, time blocking involves allocating specific blocks of time for different tasks. You can use this technique to focus on one task at a time and avoid multitasking.

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Use of Event Management Software (EMS)

Technology has always been disruptive in many industries, including our beloved world of events. There are many event management software providers that can help you streamline different aspects of the event management process. However, many event organisers are still stuck with analogue or rudimentary tools like written journals, spreadsheets or even telephone-based systems.

If you would like to save time and resources, lean on technology to simplify your work process. There are all-in-one EMS like Eventscase that can help you establish the event website, registration process, event app, live streaming platform, check-ins, badge printing, etc. in one platform.

If you would like to be more methodical, you may also use specialised project management tools such as Trello or Asana in conjunction with your EMS to make sure that deadlines are taken into account and everyone’s progress is monitored.

Wrapping up

The success of every event or project would largely depend on our time and resources. While it may be difficult to secure all the resources we need, we can always manage our time individually as event organisers. The key is to proactively plan out everything to make sure that time does not become a hindrance or an excuse should there be surprises down the road.

Best of luck in your next event!

About Eventscase

The Eventscase platform helps event organisers manage corporate events, conferences, and trade shows, whether large, small, in-person, hybrid, or virtual. No technical skill is required at all. Anyone can create beautiful event websites, registrations, badges, perform check-ins, event apps, 1:1 meetings and more. Everything under the brand and domain of your company can be implemented with an Eventscase whitelabelled platform.

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