You know we could all benefit from a boost in productivity when it comes to our event planning business. Updating and improving your existing event checklists, daily agendas, and post-event sheets is one of the most popular methods to increase productivity. Checklists may be a time-consuming and uninteresting activity for you to complete, but if done correctly, they can result in more efficient and successful outcomes when it comes to planning and executing events. Events improve in logical steps, and each one varies; checklists may cause more problems than they prevent, but if you use the following techniques to enhance your checklist, you will be more productive without any headaches.
Create Concrete Checklist
Although each person has their own method of arranging events, preparing an official concrete checklist might help you in the long run. Establishing a concrete checklist you will improve overall:
Productivity
Communication with staff
Organization
By employing the following steps, you will get the results you have always wanted from your checklist.
Step #1: Draft Overall To-Do List
If you're new to planning or organizing events, start by making a timetable and listing everything that needs to be accomplished in order for the event to succeed. This will help you visualize the steps that need to be taken and the order in which they should be completed. From there, you can begin to draft a more concrete checklist.
Step #2: Make Categories for Tasks
Your categories might include Food and Beverage, Transportation, Venue, or anything else you choose. By breaking down the tasks needed to complete an event into specific categories, you will be able to better focus on each individual task. For example, if you are in charge of arranging transportation for an event, you will need to research different transportation options and compare prices. Having a checklist that specifically outlines the steps for arranging transportation will help ensure that nothing is missed.
Step #3: Create a New, Formal Checklist
When you've thoroughly detailed all of the requirements for the event, you can now return and re-order your tasks to make them flow more smoothly. For example, if you need to order food and beverage for the event, the task should be placed near the beginning of your checklist instead of at the end. This will ensure that you do not forget any important steps and that all necessary tasks are completed in a timely manner and can help you avoid backtracking.
Helpful Tips
You'll want to double-check that your staff is up to speed on the new and improved checklists. When it comes to your event planning business, having a well-organized and efficient checklist can make all the difference. Not only will it improve your productivity, but it will also help with communication between staff and minimize any organizational headaches. Having a formal and concrete checklist is the best way to ensure that everyone is on the same page and that all tasks are completed correctly and in a timely manner. Implementing these tips will undoubtedly help your business run smoother and be more successful!
If drafting checklists are not your forte or if you need an example to get the creative juices flowing, do some research and take a look at the hundreds of checklists available via the internet. And there is no shame in asking colleagues how they compile their checklist or even have them look over what you have created. You never know what good idea they may have for you! Interacting with others in your industry in this capacity will foster new business relationships and maybe even a new friend or two.
Get Creative With Your Checklist
Make sure your checklist works for you, not the other way around. If your checklist's design does not suit you, go back to the drawing board. Use colors or labels to arrange your tasks; don't be afraid to experiment with this style of visualization. This sort of representation may be more convenient than traditional printing.
Delegating Time
Once you have your checklist in proper order, you can start assigning tasks to the appropriate team member. This is good for boosting team morale in that is provides them with ownership of the tasks in which they are held accountable. You can even go a step further and implement a reward system for team members completing tasks. You don’t have to spend a million dollars, but this will go a long way in keeping the team upbeat, motivated, and loyal to the event. Don't be scared to relinquish control; that is exactly what your team was created for.
Update & Revise
After the successful execution of the event, go back and revise or update your checklists as needed. Make sure to note any changes that need to be made for future events. You may also want to consider revising your categories or tasks if they were not effective during the last event.
As always, WE would like to wish you the best in all that you do! If you have questions or comments, please feel free to post them below or shoot me an email. Subscribe to our newsletter to get our latest blogs and stay up to date with The Wynning Experience events.
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This is Bradford Wynn signing off and may all your events be a "Wynning Experience"!