By: The Event Planners Association | Date 03/29/2017
Whether you are a self-employed event planner or an employee of an event planning company, you have a TO-DO LIST full of all kinds of different tasks that are fighting for attention. It may include finalizing a project for one client, working on an estimate for another client, responding to emails, recording payments and working on financials, etc. With so many different things going on and a to-do list that likely includes tasks related to several different projects, knowing how to effectively prioritize deadlines can be a real challenge.
When your projects are organized effectively it increases the chance for the success of your project, the engagement of your team, and your role as a leader.
One of the biggest challenges for Event Planners, and their team members is is accurately prioritizing the work that matters on a daily basis. Even if you have the best project management software on the planet, you’re the one who enters information into the tool. And, you don’t want to fall into the role of crying “top priority” for every other project that comes down the pike. Just as you have to be diligent and have the right kind of project insight to ensure that nobody’s working on yesterday’s priorities. It takes a lot of practice to get this right.
That is why we’ve put together our TOP 5 ways to prioritize your deadlines.
1. Collect a list of all your tasks.
Pull together everything you could possibly consider getting done in a day. Don’t worry about the order, or the number of items up front.
2. Identify urgent vs. important.
Next, see if you have any tasks that need immediate attention. We’re talking about work that, if not completed by the end of the day or in the next several hours, will have serious negative consequences (missed client deadline; missed publication or release deadlines, etc.). Check to see if there are any high-pri dependencies that rely on you finishing up a piece of work now.
3. Assess value.
As a general practice, you want to recognize exactly which types of tasks have top priority over the others. For example, focus on client projects before internal work.
4. Order tasks by estimated effort.
If you have tasks that seem to tie for priority standing, consider which one will take the most effort to complete. Productivity experts suggest starting with the larger first, then the easiest task. But if you should feel it’s best to get the easiest task out the way first always go with your gut.
5. Be flexible and adaptable.
Uncertainty and change is a given. Know that your priorities will change, and often when you least expect them to. But —the trick—you also want to stay focused on the tasks you’re committed to completing.
Having productivity in your work day is important, but having productivity on the right tasks is what will really lead to a successful use of your time. We hope you found this article useful and that you leave us your tips to prioritizing and comments below.