1. Build a Great Team
Consider the players on your team: creative partners, in-house support system and co-workers. These team members affect your event outcome so even if their roles are small, they are still an integral part of the big picture. These team members must acknowledge the mission of the event, purpose statement and all the goals associated to it. Timelines must be communicated and a shared virtual workspace is very useful. Sharing information becomes more efficient if you can all access the information at any given time. Keeping the most up to date files accessible to all will eliminate any unnecessary mistakes. Consider these apps for work sharing:
- Google Docs
- Skype or Facetime
- Honey book (if your event venue is lucky enough to use it)
Utilize your team! Do not ask for volunteers and not give them a responsibility. Your team is there to assist and if you hog all the work (easy to do) they have no purpose. You must provide an environment that allows for them to understand their roles and to actually have the ability to execute their assignments. It’s frustrating to try to help someone when you find out they really didn’t “need” or “want” your help. It is a waste of time to NOT use your team. Communicate a clear outcome to everyone and if you occasionally check in with your team, chances are, your event will have your desired outcome!
3. Growth Mindset
The power of positive thinking is incredible. The mindset of a leader bleeds into all the players involved in the event all the way down to the guests. The growth mindset makes each of us better and more valuable. This helps keep judgement and resentment at bay. It also helps us move on with the vision and not worry or think about previous mistakes. You will produce an event that your guests will love and be happy to attend.
If you happen to find yourself slipping and losing your mindset, take 5 minutes to meditate. If you aren’t already using meditation in your life, please read Dan Harris’s book 10% Happier – It’s a guide on how to start meditating and some science behind it. You should consider following Dan on Twitter too @danbharris.
Healthline posted an article online with the Best Meditation Apps – be sure to take a minute to look it over! It could help with many conditions including depression, sleep disorders, anxiety (who doesn’t have this the week of any event?!), and chronic pain.
4. Strategy to Engage in the Goal
Your strategy may be your timeline, goals for the event or even the approach you are going to take while planning your event. The strategy should essentially be the way you will chase your goal. I suggest segmenting out the time of conception of the event, to completion of the event, and segment it out in quarters and each quarter has it’s set of goals. This accomplishes 2 things:
- A feeling of achievement
- Creates a burst of strategy
Since we tend to all procrastinate, this strategy shortens the time-frame of procrastination and may eliminate it totally. Instead of being reactive, you will be pro-active and that is a much better use of your energy. Strategy is key to many activities and when planning an event, is mostly looked over. From the elements of design to the flow of guests during your event, strategy is key!
5. Work on the Right Things, at the Right Time
Use your time wisely. Humans typically make the mistake of doing small, quick and fun tasks before tackling the large undesired tasks; therefore, piling on the :not so fun tasks” at one time. When I first started my event career I was told to “eat the frog” first before I went to the fun stuff. This practice helped me finish the tasks that I might otherwise dread all day. Essentially, I could enjoy my day because the not so great tasks were complete.
Calling the creative partner you have to dispute their bid or calling your bridesmaid to let her know some bad news about her dress. Another way to work on the right things at the right time is to time block your tasks/calendar. List out all your tasks for the week and plug them into your calendar. If they aren’t on your calendar, they may get missed! The more details and information in your calendar, the more likely you will work from it religiously. Encourage your team to also time block so then you all are ensuring event goals will be achieved. Here is a link to Michael Hyatt’s blog about time blocking. Take a minute to read it – it may change your whole outlook on scheduling! See my ideal time blocking week here!
I hope these tips will help ease any exhaustion that may be looming while you plan your next event.
I hope you have a great team, use them while keeping a positive mindest and being mindful of your strategy in achieving all the tasks you have to accomplish!
Happy Planning and Cheers!