Making Events Less Overwhelming for Your Team
Anyone who’s ever helped run an event knows the feeling - it gets very stressful way before anyone arrives, and that’s because there are schedules to juggle, equipment to set up, and small details that never seem to end, so you’re never actually done. And the fact is that even the most well-organised teams can feel stretched too thin, and that could lead to a bad event, especially if the atmosphere is quite tense. But the good news is that these events can be made less overwhelming, which is great for everyone involved, so keep reading to find out more.
Start Planning With Your Team
Sometimes event plans happen with just one person involved, or one person does each individual part. But it would actually be a lot better if everyone worked together right from the start, even if people still had their individual roles. You could start with a team-wide planning session before anything else is done, and after that everyone would be on the same page - and much less stressed. Plus there wouldn’t be so much last-minute confusion if more than one person knows what’s meant to happen from day one.
This is also handy because it means team members can ask questions, offer feedback, or raise concerns earlier on in the process, so the problems that you’d otherwise run into can be avoided, or at least minimised.
Give Your Team The Right Tools
People get more stressed when they don’t have the right tools to do what’s expected of them, or they do have the right tools, but they’re not in good condition - or they just don’t know how to use them because they’ve never been trained. And if those tools go wrong at a critical moment, that’s going to slow everything down, push you behind schedule, and potentially be a true disaster for the whole event.
As a manager, it’s your job to make sure everyone has what they need, so make sure you ask the question, and listen to the answer. You can also do some research on your own because you might discover something useful - for example, an HSC LED display can turn what might have been a stressful setup into something quick, easy, and effective.
Break The Event Into Manageable Pieces
Big event can often feel overwhelming because the team is looking at the whole thing as one giant task that includes the setup, guests, presentations, and breakdown. But what if these things weren’t all lumped together, and were actually their own individual tasks to be dealt with bit by bit? If you do that, it’s going to help people understand what needs their attention and when, and assigning roles for each stage also helps avoid burnout because no one has to jump from one thing to another all the time.
This way of working also means you’ll tend to have better communication because if everyone knows where they’re meant to be and who they’re meant to check in with, everything’s going to feel like it’s more in control.
