Event Management

7 Productivity Hacks for Event Planners

Do you ever have trouble focusing or find yourself jumping from task to task in an attempt to keep things running smooth at your events? Finding a way to focus on projects and efficiently accomplish tasks is an important key to event planning career success.


Here are 7 key strategies you can use to increase your focus and improve your productivity:

1. Organize Checklists

One of the most important parts of the day is the 20-30 minutes you spend planning out the tasks you need to accomplish. Set aside time to relax, drink your coffee and plan out what your day needs to look like in order to be a success.

Perhaps you spend the first half of the day working on projects and the second half focused on emails and calls. However you choose to break down your day, taking the time to create a checklist and get organized will help you to stay focused and on task.

2. Turn Off Distractions

If you’re anything like me, becoming distracted happens rather easily. From emails popping up, social media alerts, online articles, cell phones, and coworkers dropping by your desk, it is amazing we get anything accomplished.

After you get yourself organized for the day, turn off the distractions that will take you away from your work. If you have committed to starting a new project, turn off your phone and email alerts until you are ready to move to these types of tasks.

Obviously the ability to be unplugged can vary depending upon your setting. At an event you may not be able to turn off your phone, but if you have prioritized a task ahead of calls or emails, try your best to accomplish this project before moving on.

3. Start Out Small

Certain projects or events can become overwhelmingly filled by an endless to-do list. Conquer this list by breaking your large-scale projects into smaller more attainable tasks.

Some event professionals prioritize tasks from small to large or if you prefer, you could order them from easiest to accomplish to most difficult. Whichever method you choose, find something that works for you and stay with it.

The more routine you add to your life, the easier focus will become. Breaking down your tasks will help you to focus on one step at a time and to not become overwhelmed by the vast scope of your larger event.

4. Stop Multitasking

After you have broken down your to do list, you should try to focus on one project at a time. Multi-tasking is important in our industry, but when you are struggling to stay focused you might want to try seeing one task through to completion before moving on.

The time you spend jumping from task to task can be wasteful and lead to a lack of concentration. By saving this time you can spend more energy improving your events and building relationships with clients or attendees.

5. Properly Utilize a Calendar or Agenda

Keeping a well-organized calendar or agenda can help you keep track of tasks and plan out your day. Having your entire schedule available at a glance allows you to focus on upcoming projects and to properly plan out new tasks as they arise. Some event managers use a paper calendar and others may opt for an online version.

Whichever format you choose, be consistent in utilizing the calendar in order to improve your organization and focus. An agenda that you don’t use is not helping you reach your potential. Consistency and routine can be major players in improving your efficiency and attentiveness.

6. Find Your Time of Day

Some of us are morning people who take pride in accomplishing our work before the sun comes up. Others may be night owls, who work well during evening events or meetings. No matter what time of day you work best, being self-aware and honest about your most productive hours will help you to increase your output and improve your concentration.

Try shifting tasks around throughout the day to see what fits best for your lifestyle. You can learn a lot about your productivity and focus by developing a new routine. Once you find the most productive solutions for your workday and schedule, stick with it!

7. Maintain a Healthy Lifestyle

Staying in shape and keeping a regular exercise schedule is a great way to increase your focus and reduce stress. A quick session at the gym will give you a sense of accomplishment and pride that will translate into your work. Overall health and wellness, such as eating the right foods and getting enough sleep will ensure you can stay on task and alert when you are running or planning your events.

In Conclusion

Staying focused can be a challenge, but it is definitely one you can overcome with organization and attention. Try utilizing the strategies above and see how much you can improve in just a few days. Focus and concentration take work, but can be very beneficial to both your professional career and personal life.