The most challenging part of events management is planning. Before careful execution, teams exhaust all means to create great ideas and sketches. Some take weeks, and some takes months, most especially the dynamic projects. Revisions are bound to happen, and so persistence on perfection should be backed up with patience.
Looking back, I’ve learned that sparing a detail or two can cause big troubles. In order to avoid this, checklists should be prepared as part of careful planning.
Checklists should be direct, specific and doable. It should be beneficial to your teammates in order to execute plans accordingly.
Here are a few tips on how to boost productivity through events checklists, to avoid overwhelmed and last minute changes.
1. Create a formal checklist for the team.
As someone leading the team, it’s best to start with a blueprint of list to follow. Your formal checklist should include tasking, alternative plans, budget and timeline. You do not need to make a list with lengthy texts. Usage of bullet forms and tables is adequate for you to work flawlessly.
Afterwards, your list should be well integrated with your team, for them to be guided accordingly.
2. Communication is the key.
Your list must be clear and precise for your team. Everyone should always be open for discussions in order to avoid conflicts and problems. Maximize the use of checklists to delegate tasks and implement duties instead of creating differences.
Sometimes, misunderstandings take place during events because of improper handling of communication.
3. Sub checklists should be made, and approved by the director.
Sub checklists should be made individually by your teammates, and should be approved by you. Make sure that your formal and sub checklists are parallel to each other.
4. A lay out should be followed in doing checklists.
A proper lay out for checklists should be made in order to execute plans seamlessly. Other planners create their lists by categorizing budget, venue, transportation and attendees, while others choose to organize their checklist in a timeline format.
5. Develop and assess checklists after events.
After each event, you have to evaluate from the top, the checklists you have formulated. Some conflicts start from improper tasking and timeline approximation.
Through effective assessment, you will be able to learn from each event you plan and manage.