When gathering all of the information needed to produce an event the tasks are endless. Getting all the names of the volunteers as well as vendors can be endless. Anyone who has planned an event knows if there is a lack of communication, there is trouble. But could have run so smoothly can become chaos quickly.
When having a non-profit event there are often people who are donating things. These things can be monetary donations or goods. Keeping track of who donates and keeping them up-to-date can be an endless job.
Is there are way to contact all of the people at once on a certain team? You could text them all individually and give them the message. Or, you could call them all and let them know. Email can be used if the team is not to be doing their certain task for a few days off.
Being efficient is one of the talents that great event planners have. They are able to multi-task in all of the areas and make it look like it is the easiest things to do. Unfortunately, not all of us are that talented. Observation on our part while the event planner is doing the tasks can help. But the most efficient are moving so fast that it can be confusing.
Ever wonder how these people accomplish so many things at once? Is it just in their personalities that make them able to make things look so easy? The answer in no, they use planning tools that work for them.
Lists on the computer using programs such as Excel are generated. Programs designed to work as personal assistants are used to make things move more efficiently. If a coordinator has more than a couple of people to call they will find a program that allows them to make multiple calls all at the same time. The best ones available will give them the results in real-time. This not only saves time, it keeps things up-to-date. This way the event planner knows what is going on at all times.
Event planners also know that they have to be one step ahead of everything and everyone else. They will be ready with “Plan B” just in case something goes wrong. There are plenty of times that an event will have to be rescheduled. Waiting until the last-minute never works well. If the planner has everyone’s name in a system all that needs to be done is a message sent with one push of a button. Once everyone is notified the planner will then get everyone’s responses back in real-time. This is just one of the many things that a successful event planner is able to do.
Planning events can be fun and extremely rewarding. Using programs designed just for information gathering and sending will put you ahead of the pack.