Event management is much more than we think. From budgeting to decor to catering, event security to event planning, there is so much to consider in corporate event management. It is easy to get lost when you have so much to do. You need to plan well and execute to confirm that everything goes as planned.
As an event planner, you will face challenges in teamwork, staying on top of deadlines and making sure your team members understand the requirements and act as per the plan. Overcoming these obstacles is the most important event challenge for an event management company.
MAZE can help you with this. In this article, we will show you how MAZE helps corporates to overcome the most difficult event management challenges.
Top Challenges in Event Management
1. Streamlining Task Management
One of the most difficult tasks for event managers to tackle is streamlining their tasks and making sure that they are all moving logically. MAZE’s clever workflow and personalized event management feature allow you to achieve this. Event managers define the workflow and instruct the team members on how to operate.
We use Kanban boards, Trello, and Stack to track each task through its different phases of execution and finally to its completion. This gives our event planners an accurate picture of where they are and what they need to do. Our project tasks are simple and can be managed better through streamlining software.
2. Keep Your Team on The Same Page
Sometimes, the members of an event management team move in different directions. You don’t want this as an event manager. All your team members should work together to achieve a shared goal. It is made possible by clear communication and collaboration. Event managers hold a meeting to discuss the progress and next steps with the team members to keep them all on the same page. What was the point that you brought up in the last meeting? The discussion meeting minutes allow you to review all the key points and minutes discussed in the meeting.
3. Boosting Team Productivity
Your team will be chaotic and panicked when the deadline for an event is approaching and there are so many things left to do. This is when errors begin to appear. Team productivity starts to decline, and event deadlines are missed. As an event problem solver AKA manager, you need to plan a lot to increase productivity.
MAZE’s excellent team intelligently manages the workload and prevents burnout. They also relieve stress and anxiety in the team. Your team can concentrate better by showing only a few tasks at once.
4. Time Management
We all know that time is money, but how many of us treat it like money? Time management is a challenge when you’re organizing an event. Managing multiple tasks at once and completing them all on time is one of the top challenges in event management. Event managers define the start date and end date for each task. They use software to track the event’s progress and stay on track. Software and tools help the event managers in multiple ways and be their best pal, when the deadline is approaching. MAZE event management team optimizes resource usage and productivity.
5. Team Collaboration
Having the entire team in the same place fosters a sense of unity, but it does not guarantee teamwork. To tackle this challenge, it is important to actively cultivate a collaborative environment. Event managers encourage the team to align their efforts by setting clear, common objectives and fostering open communication. This approach promotes teamwork and drives the team towards successfully achieving shared goals.
6. Keep Track of Deadlines
One of the most common reasons events fail is due to poor scheduling. Imagine planning a client’s birthday and forgetting to get the birthday cake and gift? Sounds super annoying right! To avoid this, event managers use Google Calendar to update and verify each task. It lets you plan ahead and mark important dates to avoid unpleasant surprises.
7. Reporting
It is important to track progress in order to ensure that your project is completed on schedule. Our event manager will give you a quick overview of all the tasks and projects. With the insight feature, you can dig deeper to uncover actionable insights and guide your project towards a successful completion. Use powerful filters to locate the information you need. Create reports that reflect the performance of your project and present them to key stakeholders.
Tips for Overcoming the Top Challenges in Event Management
Create a well-thought-out plan:
Once the event is finalized from the client side, prepare a well-thought-out plan and discuss it with your team. Add or modify the steps based on the meeting and set realistic goals.
Use Advanced Technologies for Optimization
Trello and Asana are some of the top event management tools that are helpful in real-time and save a lot of time. You can also pair Slack with Google Calendar for efficient work management.
Clear and Open Communication
Clear and Open communication is important to prevent mismanagement and other delays in the progress. Plan for regular meetings either at the beginning of the day or week to keep everyone posted on the same page.
Prepare for Contingencies
A corporate event holds lots of challenges. Some of the last-minute changes and challenges often occur and create tension among the event managers. Make sure you have a backup plan for important components such as venue arrangements, catering, and logistical support.
Budget Constraints in Event Planning
Budget management is a common challenge in event planning. Budgeting tools can be used to track expenses and ensure that you stay within your financial limits.
Prioritize Time Management
Create a schedule for each task, with an end and start date. Track time to ensure tasks are completed and avoid last-minute rushes.
Enhance Team Collaboration
Promote teamwork through clear definitions of roles and responsibilities. Set common goals.
MAZE’s extensive experience in event management will help you overcome the challenges of managing events. MAZE offers everything from task management, team collaboration and time management to reporting.
SHARE ON
