Do you find yourself feeling stressed out when you are planning events? Are you
looking for ways to reduce your stress levels?
Here is a list of 10 tips for making event planning less stressful.
Give Yourself a Head Start
The best way to keep the stress at bay is to start earlier than needed. Don’t
procrastinate thinking that you have more than enough time.
In the event planning business, things tend to creep up on you until they start to overwhelm you. Especially if it is a big event or you have more than one client. So, the more time you have on your side the better.
Organize your Time and Workspace
Event planners always have a million and one things to do. It helps to put some structure in place. You don’t want to get your tasks lost in clutter or forgotten.
Try to manage your time by making to-do lists and then prioritizing the tasks. More urgent items should be high on the list, while other less urgent matters can be done when you have a less hectic schedule.
You can even create a special list with short tasks that you can tackle when you have free time. This way these short tasks won’t distract you when you are dealing with more important matters.
Most people work more efficiently when their workspace is organized. You can organize your desk and files in a way that you know where everything is or at least you can find them if you need to.
Now that we are living in a technological world, you also need to organize your electronic documents. You can save them in specific folders and with specific names. Having a structure with the titles of these files can significantly improve your productivity.
Set SMART goals
Sometimes in event planning, clients might get carried away with their plans. Other times, so too do the event planners. Yes, you want to exceed your clients’ expectations but they are very important that you set SMART goals.
This means that they have to be specific, measurable, attainable, relevant and time-bound.
When you do not set SMART goals, then you will eventually feel like you are drifting, rushing around or that you are doing so much and not getting anywhere.
Put all these goals down in writing. This helps you see it better so you can ensure they adhere to the SMART rules.
Break Tasks Down
While you are writing your goals down, you should also try to break them down into tasks. This is important for you and helps you accomplish tips 1 and 2 much easier.
You cannot eat an elephant in one bite, but you can if you take it piece by piece. Also, please don’t eat elephants.
Having a large task in your head will not do you any good. If you sub-divide larger tasks into smaller ones, then some could probably go on the “Short task list” we mentioned earlier. You will also have the opportunity to delegate or outsource if necessary.
Use tools like Wunderlist and Asana to help you keep track if necessary. They are very useful.
But please, we beg of you, don’t try to multitask! That would be the most counterproductive thing you can do. Our brains are wired to focus on one thing at a time. So please don’t slow your brain down by trying to go against its wiring.
You might think it is unavoidable but try to avoid it as much as possible. If you use tips 1 to 4, then you would less likely be in a position to multitask. When you multitask, you get fewer things done and less efficiently.
Putting your full attention on one task is always better. Jumping from task to task will always make you feel more stressed.
Always remember you have a team, so use them to your disadvantage. Don’t try to take everything on your shoulders. This is not an environment you can foster overnight.
When an event comes around, try to set goals together and listen to their input. Get to know their specific skills and strengths, so you can use them more effectively.
Define each team member’s roles and treat them as individuals so they don’t feel taken for granted. Remember teamwork makes the dream work!
Choose a Reliable Venue and Vendors
Of course, reliability is a key aspect in the event-planning business. Your clients expect it. So for you to not disappoint your clients, you need to choose reliable and reputable venues and vendors.
Some clients might want an unorthodox venue for their event, but you need to find one that is safe, not difficult to work with and is compliant with all relevant rules and regulations.
Build relationships with reliable vendors so that you can continue to work with them in the future. This is not only helpful for your business; it can be beneficial to them also.
Automate Wherever Possible
As mentioned earlier, we live in a world of technology. There are so many tools and systems out there to help make your job easier. Examine all the things you must do when planning an event. If you see certain simple tasks are repeated, chances are they can be automated.
You can automate spreadsheets, blog posts, emails, you name it. A bonus is that when you automate certain processes, you are also gathering data and data is also helpful to build your business.
Accept the Unexpected
But at the end of the day, no matter how much you plan and automate, things might not go as expected.
You need to accept this and plan for it too. There are things you can’t control, no matter how much you want to. Embrace this, come up with contingency plans and keep calm through it all.
You should also reassure your client that you have things handled if something does go awry. They need to trust in your ability to deal with any mishaps
Take Care of Yourself
And finally, you must take care of yourself, especially if you are feeling more stress than usual. You can only do your event-planning job if you are in good health so don’t jeopardize it. No project is worth it. Make sure you exercise, eat well, and get enough sleep.
You should even implement an end of day ritual to unwind. You might not be able to drink at your events. But a glass of wine before bed can’t hurt!
We hope we have equipped you with enough tips to help you reduce stress and overwhelm when you are planning your events. Now, you can kick back and relax! Just kidding, you need to start planning your next event.
What do you do to destress when planning events? Which of these tips do you find most helpful? Let us know in the comments!