Productivity, as the dictionary explains, is,
The state or quality of being productive.
So, in this blog, we’ll be discussing the pointers of how to make event planning more qualitative? How can the work of an organizer and a planner be boosted up to bring out new and unique ideas?
There are various researches and studies carried out to determine the productivity of an employee.
For example, according to a Gallup’s news article, “Employees who exercise their strengths on a daily basis are 8% more productive and 6x more likely to be engaged.”
While a study at Bureau of Labor Statistics showed, “Employee productivity grew .3% a year over the last five years, from 2011 to 2016.”
Moreover, a research by Enterprise Event Marketing has revealed that “Event technology can help increase event attendance 20%, increase productivity 27%, and decrease costs 20–30%.”
Now, let’s jump to the essential and effective factors that improvise the productivity levels of planners and organizers.
1. Disintegrate your work –
To achieve the goal of any day- design, disintegrate and finish your tasks. Small tasks undertaken at one time displays quality work.
Here’s a simple example. let’s say you have a car. If two tires of your car puncture together, you’ll change them one at a time and not both of them simultaneously.
Similarly, approach your smaller tasks one by one. They might be the part of a big task you have to finish that day but doing it all at once may not produce that effective results.
Avoid multi-tasking as well. A study conducted at the University of Michigan states that,
People who multi-task decrease their productivity by 20–40% are less efficient than those who focus on one project at a time. Time lost switching among tasks increases the complexity of the tasks.
Consuming too many delicacies at once is too much for a person. But, one or two dishes at a time will allow him to savor the taste and eat well. Similarly, one task at a time is each task done well.
2. Prioritize your work –
The key is not to prioritize what’s on your schedule but to schedule your priorities. — Stephen Covey
While sipping hot coffee in the morning a small exercise that will help your day at work will be making a checklist of tasks, in order of their importance.
Note those in your work diary or save the checklist digitally and just strike off the tasks when they are done.
And, voila! You’ll be on time with all the crucial tasks of the day!!
3. Organize well –
Without proper planning and organization, nothing goes as expected. Yeah, that’s true! Be it a small scale event or an international event, planning starts months before the event is even hosted.
Planning an event is a tedious task that requires 24*7 dedication and hard work towards the event, for it to be a success. Organized tasks make the event more productive.
Keep yourself entertained and relaxed. Take mini-breaks from time-to-time so you can deliver better and effective results. A mind that is stressed from working all day will produce less productive results.
Prepare yourself in advance for unexpected queries and distractions that are possible to occur during the event. Have a backup plan if in case some unexpected turn of events happens.
4. Minimize last-minute changes and requests –
A survey suggests that approximately 44% of the event organizers say that the biggest barrier to productivity is last-minute requests.
An event takes a lot of man force that includes stakeholders, sponsors, vendors, speakers, attendees and so on. Everyone has their own perspective of viewing the event and suggesting changes and improvements.
But, at the end moment, it is unacceptable to handle that much of pressure for the event planner. So, limit all the requests and changes with regards to the event till a specified time.
If you want to be more productive you need to become master of your minutes. — Crystal Paine
5. Budgeting is Vital –
Event budgeting is the very crucial stage of planning an event. It takes up most of the initial time of the planners.
Make an event list and the maximum spending that’ll happen in each of the points. This will give you an approximate idea of how much budget is required for the event.
There are various stages of an event in which the marketing takes up almost 25% of the decided budget.To save time spent in calculating the spending, use digital tools like Excel to maintain the event budgeting.
Money might not be an important factor, but, Money Planning is. The more effectively you design the budget for the event, the more productivity you display.
6. Make a habit of following-up –
Setting aside some time for following up with tasks of all the people who are an essential part of the event like the vendors is important. Keep constant tabs on the activities that are being carried out throughout the event.
Follow-ups and feedback generally fall into post-event part of the activities that have to be planned beforehand. Replying to people’s queries, their questions and thanking them for attending the event shows hospitality.
Create a feedback form in advance to upload soon after the event concludes and make a list of responses for future use.
Attendees experience and advice matters a lot. Be it positive or negative it must be taken into account. Be polite in replying to the negative ones.
7. Use Event Planning Software –
Our lives have been a made a lot easier and the credit goes to the technology we are using today. This technology also plays an important role in the event industry. To ease the burden of event planners, event planning software is gaining attention.
According to a fact, “Event technology can help increase event attendance 20%, increase productivity 27%, and decrease costs 20–30%”.Event Planning Software automates everything that the planner has to do in person.
It generates event websites, event apps, analyses event, produce statistics for the attendee engagement, helps in networking by providing a networking platform, carry out marketing campaigns, helps in taking feedback post the event and so on.
With the help of the software, event planners do save a lot of time. They can also use this time to manage other tasks that require attention.
8. Be strict on deadlines –
Sticking up to deadlines is a promoted behavior and punctuality is an appreciated behavior. All it takes to be on time is to be dedicated towards your work.
Time management turns out to be one of the most effective parts of an event management. If you don’t have the capability to finish things on time, you won’t be able to achieve your set goals.
Make a goal to beat your own set records. Your best competitor is yourself. So, buck up buddy and show some enthusiasm for work!
9. Goal Oriented –
Without having a set of specified goals, it makes no point to waste your energy and work relentlessly. Make sure you have a goal and know its importance. You should know what is going to be achieved from that particular event.
In short and sweet words, “Have a purpose.”
10. Follow the 3 E’s — Exercise, Eat and avoid early morning checking E-mails. –
For people who work head to toe, one thing is very important and it is his /her health. Working is fine unless health is not being compromised.
Make a routine of meditating in the morning, to freshen your mind and intake positive energy to kick-start your day. Eat healthily and eat at regular intervals. “Wake up with determination, go to bed with satisfaction.”
Avoid checking e-mails as soon as you wake up. This will hinder the morning peace of your body and you’ll be all stressed up. As a result of which your mind and body won’t be relaxed.
To release stress, you can go through our blog about stress management tips.
A bonus pointer for all the event planners and organizers — Avoid unnecessary distractions when working.
In conclusion, I would like to say that productivity is yielding best and optimum results. To give quality output, the input must also be qualitative.