How to Plan Your Next Event

Event planning isn't rocket science, but it can easily be overwhelming if you've never done it before or if you are in charge of a large event. I've found that event planning can be easier to manage if you break it down into bite-size chunks. For example:

- Clearly define the event
- Where will the event be?
- Who will attend the event and why?
- What's the purpose of the event?
- When will it be? How much time do you have to plan it?

- Outline a budget and funding sources. Is it for-profit or not-for-profit? What is your break-even point?

- Identify key functions - marketing, promotion, fundraising (if needed), planning, logistics, refreshments, volunteers, etc.

- Calculate timing. Start with the event date and work backward to see when things need to be done. If you have an event six months away, what needs to be done the week before? the month before? three months before, etc.?

- Create a committee or core group of volunteers to help iron out the details. Let each person take a role that suits their skills, talent and availability. Meet regularly but make each meeting productive with clearly defined goals.

- After the event, host a fun "recap meeting" to get input from the parties involved. What worked well? What could be improved upon next time? Did you achieve your goals?

Good luck - it isn't as hard as it seems when you break it down into manageable tasks.

Virtually Yourz,
Dana Neuts

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Pleasing everyone is hard to do.

Check out this YouTube Video: http://kemmeyer.typepad.com/less_clutter_noise/2008/07/use-this-for-yo.html

Whether you run your own business or work for a big company, I'm sure you can identify with this YouTube video featuring a company working with a graphic designer to create the ideal Stop sign (primary target: women, secondary target: men). It takes a few minutes to watch, but it is hilarious. If you've been on either side of the situation, you'll be able to relate to how tough it can be to manage a project when you have multiple inputs. Pleasing everyone can be tough - and the end result is often ineffective. Thanks to Krista Rosemary of New Tech Web for sharing it. Enjoy!

Virtually Yourz,

Dana

Project Management - Hardest part first or last?

I just finished phase II of a big project for a client. It required numerous hours of work and I was on draft #2. A friend asked me how I approached it. I started with the easier pages first and saved the hardest for last. She, on the other hand, said she would have done the tough parts first to get them out of the way.

Why did I tackle the easier parts first? It goes back to my test-taking days in high school. I always went through my tests by glancing over all of the sections, and questions, first. Then I'd answer all of the easier questions first - multiple choice, true & false, etc. Those I knew for sure I'd answer right away. If I wasn't sure, I'd pencil in a question mark and move on. On pass #2, I'd answer those with the question marks. On pass #3, I'd answer the hardest questions or those that were fill in the blank or essay. By answering the easier parts first, I saved my time to devote to those that required more thought. If I had time left over, I'd review all of the questions - and my answers - one final time.

The same is true of my project. I knew certain pages were almost finished and just needed fine-tuning or proofreading. Knowing that I had 7 of 11 pages done, I could devote the rest of my afternoon to researching, rethinking and rewriting the remaining pages without feeling rushed or pressed for time.

Neither my method nor my friend's is right or wrong. It boils down to what method works better for us. How about you? What strategies do you use to break down a project into manageable parts?

Virtually Yourz,

Dana