How simple project management techniques can help create successful events

No matter the size of an event, project management techniques are proven strategies that can help deliver success any time and day, provided they are deployed accurately

In this post, we will explore some key project management techniques that can be deployed in an event management process to stimulate success. But before that, let’s define what the term project management means to the event planner

What is Project Management to an event planner?

First, the Association for Project Management (apm.org.uk) defines project management in simple terms as “the application of processes, methods, skills, knowledge, and experience to achieve specific project objectives according to the project acceptance criteria within agreed parameters”.

Secondly, understand that there are major key components of project management, which include project initiation, project planning, project execution, project monitoring and control, and project closure. 

These are critical phases in the project’s lifecycle in which certain project activities have to be carried out. Peculiar activities are executed in each of the phases within the scope, cost, and time limits already established.

So, having established the above precepts, let us begin to examine applying project management techniques to events.

Techniques for applying project management principles in event management  

Define clear event objectives

Every successful event begins with well-defined objectives. To establish the event’s objectives and expected outcomes, event managers must work in partnership with clients or stakeholders to set and agree on the objectives.

Notwithstanding, these goals ought to be SMART; in other words, specific, measurable, achievable, relevant, and time-bound. These goals will also serve as a directional map throughout the planning process; specific objectives serve as a road map to make sure that all choices and activities are in line with the overall objectives of the event.

Following this is the need to define the scope of the event; the scope of the event outlines the boundaries and extent of the project. It defines what will be included and what will be excluded; this includes aspects such as the event format, duration, location, target audience, and desired impact.

Make a project plan.

The project plan is a document that outlines every task, due date, and requirement involved in executing the event. It offers a road map that helps maintain focus and control for event organizers and their teams.

The project should also outline important milestones, work allocations, due dates for task completion, risk assessments, and necessary resources. In general, the plan will help the event manager and other stakeholders track progress, manage resources, and stay organized

Break down the Project into Phases

For you to be able to have better control over the project processes, you have to break down the event planning process into phases. To ensure that tasks are carried out systematically and sequentially, each phase should have clearly stated deliverables and deadlines.

In line with this, you can adopt the WBS (Work Breakdown Structure). This is a graphical representation of the project’s tasks and deliverables that is organized in a hierarchical manner. The WBS breaks down the project into manageable components, making it easier to assign tasks, estimate resources, and monitor progress. It also provides a clear visual representation of the project’s scope and ensures that no critical elements are overlooked.

Create a communication plan

At the heart of a project management technique is a communication plan. It is an essential tool that will help share information adequately. An effective communication plan, as well as regular team meetings and status updates, can help ensure that everyone is on the same page, preventing gaps in communication.

Implement Budgeting and Financial Management

Project management for events must include budgeting and financial management. Event planners are required to create a detailed spending plan that covers all anticipated costs and income sources. This process is to ensure that the project stays within budget; they should manage and monitor spending at every stage.

Estimating costs, negotiating with suppliers, keeping an eye on cash flow, and reviewing financial data are all essential components of good financial management.

Establish a Project Monitoring and Evaluation (M&E) System

An M&E system involves measuring the progress and success of the event. For this to be effective, Event managers should establish key performance indicators (KPIs) to measure the event’s effectiveness. This may include attendee satisfaction, revenue generated, or media coverage obtained.

This system may also involve collecting feedback from attendees, sponsors, team members, and event managers to identify areas for improvement and make necessary adjustments.

Promote teamwork

“Together we stand; divided, we fall” is a common saying; it holds true in this case and context. Successful event management lies in the effective collaboration of all stakeholders. Event managers must create an enabling environment for teamwork to thrive.

Clear roles and responsibilities should be defined, and team members should be empowered to contribute their expertise within the scope and time frame.

In conclusion, the use of project management techniques to ensure a successful event project is dependent on strict adherence to the above-stated principles and techniques. Continuously evaluating and improving event management practices ultimately contributes to ongoing success in the ever-changing and competitive event management industry.