When planning an event, it is vital to understand the time and resources needed leading up to the event.
There are a number of tools you can use to plan for, and manage, your event. But what if you don’t have the resources to purchase them?
Outlook Calendar can give you an overview of your event and all its components at a glance. Outlook Task allows you to assign tasks to the appropriate people, along with setting completion dates.
You can also create an excel sheet that can be sorted by categories, projects, tasks, persons responsible, project status and due dates.
5 Steps to implementing a project/event
- Set the date for the event.
- Determine components leading up to that date; booking the venue, creating invites, advertising, media relations, social media for example, and set completion dates for each one.
- Work backwards from there and set dates that allow enough time to complete tasks leading up to each component of the event. For example say you have set dates to run advertisements, tasks leading up to when the ads run (in reverse order) may include: final copy written, draft of copy submitted for editing, write first draft of the copy, develop storyboard for copy, etc.
- Assign the appropriate person to each task.
- Follow your timeline and modify it as needed.
Once completed, not only do you have a plan for your current event, as an added bonus you have created a template for future events as well!
What’s your favourite project management tool? Do you have a system or style of project management that has worked well for you? Please share it below.
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