Step 6: Team Management – Event Planning Basics

Understanding how to manage your team during event planning can be difficult for some people. There are natural born leaders in the world, but a lot of the time there is some additional training needed on how to be an effective leader. Teams respond well to leaders, and as we have gone through steps 1-5 there have been clues on how to manage your team effectively. Here I would like to make it clearer on how to use the information gathered to be a great communicator, tracker and supporter of your event team!

Stay Organised and follow up – on your team and on yourself

By now you have created a number of documents to ensure you and your team successfully achieve every task needed for your event. Staying organised throughout the implementation stages of your plan will help you control the event.

Not only should you follow up on your team to ensure they are doing all tasks that need completing, you should also follow up on yourself. You need to make sure you’re achieving success with your allocated tasks and maintaining a relationship with your team for maximum success.

Remember, some team members like to fix problems themselves and will likely be less than forthcoming in issues, and it is your responsibility to keep it on task. It doesnt have to be hard, just make sure you check up and follow up on everyone involved in planning.

Consistency is key when developing and executing your communication plan. You will need to continually remind your guests and audiences to keep them excited and engaged. In the same way, organising regular meetings will drive excitement and engagement from your team. Be careful though, if you over communicate and chase your teams, it may have the reverse effect.

Tracking Task Completion, Budget and Schedule, and reporting

Part of organising the event is firmly cemented in tracking the process. Remember to update your budget list with every task completion, tick off all the complete activities on your schedule, and regularly reporting on successes. Reporting successes with your team and partners will help you complete status checks and identify where you are against plan.

Communications Plan – Status Meetings and Rallying the troops example agenda, and stay consistent

You and your customers do not want to have last minute panic calls about your event because you haven’t heard from them until the week before an event. Make sure you have a solid communication plan with your teams, relevant to the frequency of the activities they are responsible for.

Confirming the expectations and decision making will take up a majority of your time in the beginning. After that, you may want to have regular monthly calls, ramping up to once a week before the event.

Rewarding and Recognising – identify exceptional work and early completion with companies and business owners. Create team building activities

Your teams will be more likely to remain engaged in your event if you have regular rewards and recognition, both along the planning stage and following the final event. Make sure you make time to write thank you letters, emails or statements on company websites. If you have received an exceptional service during the planning stages, be sure to thank the team before the event too!

Stay Informed and be available – Monitor Risks and stay cool, calm and collected, and manage change

Keep your cool while monitoring risk and hearing about changes to the plan. Emotional reactions tend to receive less respect compared to logical reactions. If you have a vendor who has not achieved their task in a timely manner and you have it contracted, you can get assertive with them, but don’t get angry. Keep a cool head and understand what they are going to do in order to guarantee that element is accounted for. Do they have partners or recommendations of people who can support you? Put the responsibility in their hands to resolve the issue… But keep cool.

You can avoid any issues with team member time management, however, but monitoring risks and maintaining a consistent follow up procedure. It’s not about micromanagement, it’s about being informed. Again you dont have to over communicate and panic – trust your team to deliver, but request they keep you informed of any issues arising and limitations on their performance. If you find they cannot support, understand how you might support them. You are the customer to your vendors so dont do the job for them, but maintaining a supportive relationship will ensure they are supporting you on the day. Be firm but fair.

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