Even to the most senior event professionals, event planning can feel like a never-ending whirlwind of tasks, deadlines, and to-do lists.
You’re running around minute to minute trying to solve things as they come up and prevent the worst from happening. It’s easy to feel like you’re drowning in work, but the good news is, you don’t have to. Time management can be your new tactic.
The truth is, time management is not about doing more, it’s about being more strategic with your time. It’s about organising yourself in a way that allows you to get the important stuff done without feeling overwhelmed.
Step 1: Prioritise what’s important, Not what’s urgent
One of the biggest mistakes event professionals make is focusing on the urgent tasks instead of the important ones. Urgent tasks demand your attention right now, but they aren’t always the things that will move you closer to success. They’re also usually the ones that someone is pressing you to complete – someone who likely either isn’t doing their own work or is being pressed by someone else.
Important tasks are the ones that drive real progress. They just don’t always scream for your attention. Usually, they’re the ones that you miss and then your operations are affected.
To get from overwhelmed to organized, take a step back and prioritize. What are the tasks that will have the biggest impact on your event’s success? Focus on those first. The ‘urgent’ stuff can wait. Or better yet, delegate them to someone else.
Step 2: Schedule Your Time
Instead of trying to multitask and juggle a hundred things at once, block out time for specific tasks and stick to it. Whether it’s checking emails, handling logistics, or client meetings, dedicating focused time to each task will help you stay on track without feeling pulled in a million directions.
Time blocking, by grouping different important tasks together into one scheduled slot, also forces you to be realistic about how much time you need for each task. Instead of cramming everything into one day, space it out over the week, and give yourself room to breathe.
Step 3: Learn to Delegate the Right Things in the Right Way
We hear it all the time, but how many of us actually do it? Delegating is one of the most powerful tools in time management, but it’s also one of the hardest.
Why? Because letting go of control is tough, especially when you want things done perfectly. But here’s the truth… trying to do everything yourself will result in burnout or gaps in your operation. Most likely, you’ll end up having to put out more fires, resulting in more to-do lists, and more stress.
Take a look at your to-do list and ask yourself: what can someone else do?
Whether it’s managing vendors, handling client calls, or running errands, trust your team to take on tasks. Delegating frees up your time to focus on the bigger picture.
Don’t just delegate. Explain how to do it, what success in completing the task looks like, how to report it back to you, and when you expect follow-ups.
Step 4: Break Big Projects into Small Tasks
Sometimes, feeling overwhelmed comes from looking at a huge project and thinking, “Where do I even start?” The solution? Break it down. Take that big project and divide it into smaller, more manageable tasks. This makes the project feel less daunting, and you can track progress as you check each task off the list.
Step 5: Review and Adjust Your Time Management System
Time management isn’t static. What works for one event might not work for the next. That’s why it’s important to review your system regularly. Are you still feeling overwhelmed? Do you find yourself wasting time on low-priority tasks? Adjust as needed. Time management is a skill that evolves with your work.
The goal is to go from feeling overwhelmed to feeling in control, and with these time management techniques, you can start organizing your time in a way that works for you. The more organized you are, the less stress you’ll feel, and the better your events will turn out.
What’s your go-to time management strategy? Let’s hear it!
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By Laura from TEC