It is no joke that according to CareerCast, event coordinating remains one of the top five most stressful jobs. To survive the stress, meeting and event planners need to be well organized and keep on top of their workload. To do this, planners need to have a plan and stick to it.
So how can you do this? Here are my top tips as to how meeting and event planners should plan their week.
Tip One: Make a list
If you are a meeting planner, then my guess is that you love a list. I live by them and can’t understand how others manage without them. Firstly, on a Friday afternoon make a list of what you need to accomplish the following week. This helps you be prepared for Monday. You will start the week organized.
Sometimes I find that my list to be pretty extensive, so if there is something that doesn’t get done by the end of my day, I move it to the following day and make sure it is done first. Which leads me to my next tip…
Tip Two: Use your list
I know this sounds simple but think about it. How often do you make that all important list and then find at the end of the day that you have not even looked at it? It’s easily done but if you are going to go to the trouble of developing a list… use it!
Tip Three: Prioritize
Any meeting planner can get overwhelmed by how much we have to accomplish on a day-to-day basis, so always make sure to prioritize your list. There will always be tasks you need to complete before others, so tackle them first. I aim to tackle the tasks I want to do the least, or that I know are going to take the longest first to avoid panic near the end of my day.
Tip Four: Don’t get distracted
Our brains take a lot in, particularly when you work in events. We constantly multi-task. If you are anything like me, you will find that you start a lot of things at the same time, with a tendency to become distracted and not finish the job. Keep focused and work smart.
Tip Five: Turn off email
I know, it’s a shocking, but it’s ok… you can turn off your email for an hour and the world will not come to an end. What it will do though is ensure that you actually get a task done without being distracted (see tip three) by a client who wants your attention now. Or that email that you think “I’ll just answer that quickly before going back to what I was doing.” Don’t do it! Turn off the email! It’s amazing how productive you can be when not distracted.
Tip Six: Delegate
We are meeting planners, which also means that we like to be in control, which also means that we think we have to do everything or it won’t get done as well as we can do it ourselves. Newsflash, that is not the case! Everyone should learn to delegate. That does not mean that you give someone else a task that you do not feel like doing. It does mean that you could give that task to someone who has the capability and talent to complete the task, allowing you to focus on what is important in your role.
Tip Seven: Work smart
There is a difference between working hard and working smart. We can all say that we work hard. However, working hard doesn’t necessarily mean that you are working in the smartest possible way. Look at what you need to accomplish and how you’re going to achieve it, then make a plan before you start. Nine times out of ten, when you do this, you will find that you choose to do something differently. That is working smart.
Tip Eight: Be prepared, your plan will change
You can only plan your week so much. We all know that each day throws up new challenges and the best made plans can change. Its ok, the world won’t end. What it will do though is make you refer back to some of the other tips to ensure that you still get all your work done.
One of the reasons we love doing the job we do is because no two days are alike.
We know that we need to be organized, and we can plan in advance, but the key to being a successful meeting planner is that we can think on our feet and we can adapt fast.
Use these tips and you will find that at the end of the week you have done everything you set out accomplish.
About the Author
Sarah Hill has been a professional content writer for over 5 years. She has written extensively about event planning & conference management for Group 7 Events Ltd, a well-known corporate event planning agency in UK. Sarah has contributed to many event and meeting blogs. She is travel crazy, lover of wine and the queen of baking.
And please do us a little favor and share this post with others, for there’s a good chance that it will help them as they go about planning meetings and events.
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