The sum of the parts is always greater...

I was watching the Japanese Grand Prix a few weeks ago and listened intently to Sebastien Vettel’s gracious victory speech where he celebrated the great achievement of his team – the technicians, the mechanics, the designers, the team chiefs, the medical support teams and the sponsors... you get the picture.  Then I recounted the endless speeches I’ve witnessed over the years from those who have achieved the highest accolades - from Olympians, to Oscar winners, sportsmen and women or even politicians on a victorious night. One critical component these speeches all have in common is that despite the individual nature of their success - they all go to great lengths to stress that their triumph is not solely down to them. They share the rewards as recognition of a great team effort.

 

Undoubtedly, they have to say that don’t they... and whilst in the aforementioned list you probably have a collection of the most ambitious and driven individuals, it is absolutely the case that they wouldn't have reached their exalted heights without the considerable and selfless endeavours of others around them. What politician can succeed without his back room campaign staff and constituency supporters, what actor without a great script and supporting cast, make-up and lighting, and Olympians without a trainer, the strategist, psychologist, nutritionist, physio and the long suffering partner...?

You can’t achieve anything without the right team in place. And businesses are no different.

Our wins and successes are almost never the result of an individual’s endeavour – whilst they might be the catalyst – without the supporting cast these wins would almost never materialise. Yes, the Sales Director signs the deal but would this deal have even been possible without the support of their marketing, technical support, operational delivery and the back office teams.

For busy Event Management professionals, and those managers with events as part of their remit, it may sometimes seem that they are indeed working alone. And when times are tough it is easy to question who ‘the team’ is.  At times like this it may help to redefine what ‘team’ is. Team doesn't have to be the people sitting around you - it can just as easily be an outsourced events management solution or a software application – either way there are tools and teams designed specifically to help you create, construct, manage and analyse your events.

But, it doesn't have to be difficult. Successful Event Management breaks down into three key areas: managing people, managing tasks and managing resources.

Managing the People  

For each event, you need to decide who is the project owner – who is in charge? Is this allocated internally or outsourced – and it is possible to have both options. Create a calendar overview and within it a project overview of all your current events and who is managing each, so that you can strategically allocate new events as they are created. This allows you to make best use of your available managerial resources, provides you with a easy view of delivery capacity and where additional managerial capacity may be required. If it helps, split your team and your event management suppliers into departments or business units classified by specailsims or even by product or subject clusters.

Managing the Tasks

Be clear about your strategic objectives – and then set about the tasks for yourself and colleagues to ensure that important steps in managing your event are dealt with efficiently. Each task should contain a description, a task type, an estimate of how long it will take to complete, a deadline and the person to whom it has been assigned.

To help you and your team stay on track with tasks, you can set up reminder emails; if, for example, a task has not been completed by four days before the due date, a reminder email could be sent to the task owner that includes all the task details. Further reminders can be delivered at repeat intervals until the status of the task has been changed to "completed". This makes managing tasks and your team less stressful and time consuming.

Managing the Resources

Resources are required to successfully organise and deliver your events. Resources can include people (internal or external), services, such as catering, AV or IT equipment, and physical objects such as rooms, projectors, tables, etc.

Create your own list of Resources, classify each, attach a name – a responsible owner within the team  and additional information to explain its purpose, special instructions, supplier, contact details  etc., or in the case of a person, their expertise or contact details.

Simple.  Well it really is this simple. But creating and managing a successful event is a significant commitment.

So if you are feeling overburdened or just need the time to focus your energies elsewhere, you don’t have to go it alone. We can be on your team.

Delegate Central’s events services including access to an automated event tool like Symphony, will help you achieve your business objectives through successful events delivered on target, on time, and on budget.

We’ll get you to the podium.  And, if you’d like, we’ll also write your winning speech....

 

Tuesday the 12th. - Copyright Delegate Central Ltd 2016