Event Venues Charlotte NC

Save time when planning your next event

Most organizers agree that time and energy are scarce when planning events . From juggling multiple tasks to solving unexpected situations; event professionals are often completely burned out, with almost no breaks (and certainly no time for family).

There are several reasons for this. First, planning and running an event requires a large amount of mental energy, which is usually wasted on managing a tremendous amount of detail. It is like trying to solve a completely white 1000-piece puzzle. Secondly, our work depends on suppliers and team members, which means that constant communication is required. This can be both time-consuming and debilitating, especially when the parties do not or hardly understand each other. Thirdly, our field is incredibly extensive, and contains everything; from web design to event marketing strategy, and we have to take into account every event-related aspect.

In most cases, however, the root of our problems is deeper than we think. Because we have to solve so many tasks at the same time, our heads are in one million places at the same time.

Just check: let's say you appear at work in the morning, and after spending an hour on your mailbox, you start updating the event website. Suddenly you receive a new e-mail message. You decide to read the message and respond (even if it is not important). Meanwhile, a colleague comes to your desk to ask for your advice about the design of the event brochure. A bit later you go back to your computer and log in to your Facebook account. After you have scrolled for 10 minutes, you remember the event website and decide to postpone it until tomorrow, as you now have to prepare for a meeting. Does this sound familiar to you?

But guess what? This is precisely why we, as event planners, waste more time and energy than we should. The amount of tasks that we have to perform, plus the number of 'fires' that we have to extinguish, lower our concentration capacity, so that we start to work less efficiently.

According to Cal Newport , writer and professor of Computer Science at Georgetown University, shuffling back and forth between different tasks is disastrous for our ability to concentrate. Multiple distractions limit our productivity and our brain's ability to focus on important cognitive tasks.

With this in mind: what can you do to save time and energy, to work more efficiently? These tips should help:

Tip 1. Stop switching between different tasks

As Newport states, "constantly changing tasks can be regarded as weakening the mental muscles that are responsible for the many things that shout for your attention." How often are you multitasking ? Do you often leave one task half-resolved to start another one or to talk to a colleague? Maybe it's time to do something about it. Focus on one thing at a time until you finish it. That way you can focus your attention, and you will gradually discover that some tasks take less time and effort than you initially thought.

Tip 2. Limit the time you spend on e-mail and social media

It costs extreme willpower to not look at your social media. It also takes too much time (and energy) to always be connected. Can you challenge yourself to limit your social media time to 15 minutes a day? This strategy helps you to keep your focus on more important work-related matters. As far as managing e-mails is concerned, it is not really practical to limit the time you spend on e-mails. As an event professional, there are sometimes days when you are only dealing with problems by e-mail. However, if you are focused on other tasks and there is no high need, plan a specific hour in which you focus exclusively on responding to e-mails.

Tip 3. Plan meetings in the afternoon

We all know how long and tiring meetings can be. Sometimes, after such meetings, you are demolished to work, so you can postpone it. Sometimes you can hardly focus after an intense morning meeting.

That is why it is a good idea to fully dedicate mornings to completing tasks on your to-do list. Then you can plan full-day with different meetings with team members, suppliers or clients. You will not be as fresh in the afternoon as in the morning, but you will have enough energy to run an efficient meeting, especially when you know you have already completed your tasks for the day.

Tip 4. Limit the number of unexpected interruptions

Open workplaces can be inspiring, but unexpected interruptions can occur. Especially when someone wants to share something new or ask you for advice. This lowers your focus and you postpone your tasks. But as writer David Allen indicates in an Golden Venues interview about his book ' Getting Things Done ': "you can only do one thing at a time."

This unexpected interruption keeps you from completing your work, wasting time and energy. Let others know when possible that you are working on something, but that you can help them later. You can even schedule a certain hour where you can interrupt the work to help others (except of course when unexpected crises or emergencies occur).

Call-to-action

Just like willpower, attention is a limited good that affects your daily efficiency and productivity. So if you want to save time and energy when planning your next event, you have to learn to manage both. Start by limiting the number of distractions. Limit the time you spend on social media or answering unimportant e-mails. Also plan an interruption-free time for yourself, in which you can focus and work as long as you can without interruption. Plan your meetings in the afternoon and keep mornings free for tasks that require your absolute focus. And finally: stop constantly changing tasks. This helps your brain to focus on the 'attention muscle', and you can work better, saving time and energy.