Your job and everything you do depends on deadlines. They are important to almost any project and performance. And yes, event deadlines are hard to meet. However, if you learn how to meet event deadlines properly, you and your team will hit your goals, every time!
Why are deadlines so important?
-to help us avoid delaying and forgetting certain tasks
-to achieve our goals and keep us on track
-to set expectations and take control of our work
On the other hand, if you fail to meet deadlines you may face serious consequences, like ruining yours and the company’s reputation and facing financial implications for delaying. To avoid this, try to focus on managing yourself and managing a deadline.
Start with yourself. Adopt certain skills and ideas that will help you to have the right mindset, self-discipline, and good organizational skills. Learn to say no, adopt a positive attitude towards deadlines, set up your plan and put it into action. Moreover, it’s important to find what motivates you. Avoid multitasking and keep track of your time.
What is most important for deadlines is to be realistic about how long it takes to complete given projects. However, there are many other things to consider. In a text below, learn how to meet event deadlines:
When not What
Be clear with your team members about what you need and when you need it. If necessary, write it down and set reminders. Furthermore, be clear about what happens if the deadline isn’t met. Everyone needs to be aware of the consequences.
“When do we want this done?” is a more important question than “What do you want done?” When you set your deadline, be realistic about what you can accomplish between today and your deadline.
People don’t like deadlines but the event industry is built on them. Some tips can help you:
- Write down your deadline and share it
- Ask for feedback and share the important ones
- Draft a blueprint of the project and get final approval for it from the stakeholders involved in this project
Being an event project manager means you are responsible for setting timeline and goals. Paying attention to detail is extremely important because it can be really easy to get confused with who is on what. The event team needs to share last week’s tactics and plans for an upcoming week, as same as deadlines. Prioritize the projects that you and the team must get done this week and make sure you all are on the same track.
Control what you can, when you can.
A great part about working in a team is that you can always delegate. It gives you more time to do other important tasks and work faster. There are a few basic rules about delegation process:
- Decide what to delegate and pick the right people
- Be very clear about what you need to do.
- Trust your team members and check them sporadically
- Make sure to acknowledge their hard-working hours in a way to help yourself and your team members
If you need help, some tools can help you to work smarter, better and faster. In our previous blog posts, we already mentioned Trello and Airtable. However, there are many other tools you can use like Google Docs, Penzu and Nimble. Google Docs is great for distant learning and remote work, allowing you to share documents with multiple people. Furthermore, it allows different users to edit a document at the same time. Our advice is to use it on your desktop computer rather than on smartphones because sometimes it can be delicate. Penzu is a free online diary and personal organizational software available for use on any device or operating system. It’s handy for documenting discoveries and observations. Nimble is a CRM software that integrates your contact information, Outlook calendar, customer interaction histories, sales cycle data, social networks, and over 130+ SaaS apps (including Salesforce, Hubspot, MailChimp, and Quickbooks).
Event With a Short Lead Time
How do you deal with events when time is running out? How do you know when lead time is too short?
Dealing with an event with a short lead time is a good way to impress a new client, but if you fail you’ll do more damage to your business than simply turning it down.
Be choosey. Work only with clients who fit your business model. Write down all of the components, create a to-do list. When organizing an event with short lead time, focus on the basics first, on the most important things.
Ask your client to provide you with as many details as possible as early as possible. The more questions you have, the less time you’ll waste. Missing a deadline is the last thing you need when you’re on a tight schedule. Make sure everyone is aware of the deadline. A shareable calendar like Google Calendar can help you with that. Moreover, try reminding occasionally your team member or client of the reason why it’s so important to meet deadlines.