The Importance of Time Management In Event Planning
When it comes to events, one of the most important things to value is time. Hence, time management is a crucial matter in event planning, and it’s the key for an event to succeed. It is the ability to use one’s time effectively or productively, and it also helps reduce stress. However, it can be tough to make things go the way it’s originally planned when things get overwhelming. With that in mind, we’ll give you some effective ways for time management in event planning.
8 Effective Ways To Manage Time In Event Planning
1. Set Goals
Setting a goal is a process of deciding what you want to achieve within a particular time. However, goal setting will only be successful if there is a collaborative effort of prioritization and efficiency. Thus, it is important to remember that setting goals are important in planning events. It serves as an eye-opener for an organizer for him\her to be able to view more about time management in planning events. Furthermore, setting goals is part of every aspect of our lives, especially planning an event. It provides motivation, direction, and a clear focus for achieving a particular event. In setting goals, you should consider SMART.
S- Specific- the goal must be well-defined and clear.
M– Measurable- measures the progress of your goal’s daily accomplishment.
A-Attainable- it must be achievable and not impossible to achieve.
R- Realistic- your goal should be realistic and possible to accomplish.
T- Timely- a clear timeline including the starting date and the target date to succeed in a particular event.
2. Create a concrete plan
In managing time for a specific event, you should be able to create a concrete plan. A concrete plan wherein you are well-aware and mastered your event. Creating a concrete plan gives direction to your event. It will also help you to organize an event very well without attempting to fail.
3. Be realistic
In planning an event, it is essential to be as realistic as you can be. If you really want to succeed in a particular event, you must create realistic plans and make realistic imaginations. It would be best if you imagined a scenario or a plan in the event that is possible to accomplish, and at the same time, you can’t imagine too much because it can lead to failure. Your plans must be realistic and achievable. Your event plans must not negatively affect “expectations vs. reality” on your customers.
4. Be flexible
Being flexible is the ability to adapt to changes and cope with different circumstances. A fixed plan is actually a good plan, but a flexible plan is much better. A flexible plan can create assurance because there are always possibilities to fail. Besides, this type of plan can create alternatives and prevent your customers from being disappointed with your service. Furthermore, a flexible plan can create many opportunities for you to utilize when the circumstances are created. Most importantly, flexible plans can help you be prepared more for unexpected issues.
5. Work toward your goal
Working toward your goal is very crucial in planning a particular event. Defining your goals is important to keep in your mind throughout the planning process. Always create a clear visual image of your goal. You must work toward your goal because it can save your efforts, time, and energy. Remember that creating a clear plan of your goal can make you succeed within an accurate period of time.
6. Minimize Distractions
We all have our vices, whether it’s social media, bad reality TV, or Netflix, but as an event organizer, you must avoid these because they can damage your time management. Try to maximize your time, make a list of activities you’re doing that waste time, and keep a mental track of self-inflicted interruptions. Successful event planners are incredible problem-solvers, but they also recognize when they need to focus only on one activity. It is very important to avoid distractions because it will help you to decrease failures and increase successes.
7. Always have a backup plan
Creating a backup plan is very crucial in event planning. It can provide solutions to unexpected problems while you’re doing the event. This way can create a more efficient and proficient event plan. And more importantly, it can save your plan when it is under an issue.
8. Stop multitasking
Multitasking is not actually good, especially since you are in the field of the event industry. People believe that multitasking allows them to do more. However, this is not even proven true. According to some researchers, when you multitask, your productivity can drop by as much as 40%. The issue is that no one can do more than one thing at a time. In reality, you simply shift your attention from task to task. All of your tasks switching makes it take longer to complete all of your chores, and because you aren’t focused on any one event entirely, you aren’t doing any of them to your full potential and efforts.
9. Use event management tools
The world is getting more advanced every day, so you might as well use online tools that can help you succeed in time management in event planning. Event planner tools are often online software or platforms that aid you in planning and managing your online or offline event. The commonly used tools are communication, project management, event management, applications, and browser extensions. These tools save more time by replacing manual tasks with automated ones.
Time Management in Event Planning using iConnectFX Features
iConnectFX event management tool is hyperconverged, meaning event management, video sharing, and video communication are combined into one powerful, seamless solution. In addition, to keep your expenses as low as possible, iConnectFX allows you to track both event information and documents, but Event Creation/Approval is an option. If you don’t want to keep track of the papers, you may only utilize the event metadata parts.
Learn more about how iConnectFX can help you with time management in event planning.
