Time management tips that make event planners’ lives easier

Here’s your guide to time management tips that will make your event planning life much easier.

November 8, 2022

- 4 minutes

Planning an event can be a challenging task, especially when it comes to managing your time. Often times it can feel like there are not enough hours in the day. However, by following some simple tips and tricks, you can make the most of your time and ensure that your event goes off without a hitch.

Here’s your guide to time management tips that will make your event planning life much easier.

Why is time management important for events?

An event is a special occasion that requires careful planning and execution. Time management is critical for ensuring that an event runs smoothly and efficiently.

Good timekeeping helps event planners to stay organized and on track. It ensures all aspects of the event are accounted for and run according to schedule. When you’re not in a time crunch, you can focus and minimize the risk of problems or delays arising during the event.

Time management tips for event planners

Managing your time when everything is a priority is easier said than done. It takes practice, not to mention a great deal of vision and forward-thinking. Here are some tips that everyone can put to use and improve how they manage their event planning time.

Group of individuals working together

1. Be realistic

It’s easy to underestimate how long tasks will take, especially if you’ve never done them before. This can lead to disappointment and frustration when things don’t go as planned.

To be more realistic with your time, start by estimating how long it will take you to complete a task, then add 20% to that number. This will give you a buffer in case things take longer than expected.

You can also break down large tasks into smaller, more manageable pieces. This will help you better estimate the time each part will take and avoid getting overwhelmed.

Also, don’t forget to factor in breaks! If you’re working on something for a long period of time, make sure to schedule some break time so you don’t get burnt out.

2. Work towards your goals

Planning an event requires many moving parts. It’s easy to get distracted, but working on activities that don’t support your goals will only eat up your precious time.

When doing any planning activity, ask yourself: How does this activity help me move closer to my goals? If you can’t come up with a good answer, delegate that task and work on something else.

3. Plan ahead

If you’re always scrambling to get things done, it might be time to start planning ahead. By taking a few minutes to think about what you need to do and when you need to do it, you can save yourself a lot of time and stress.

For example, you can create a daily or weekly to-do list, or you can plan out your month in advance. Whichever method you choose, the key is to be as specific as possible. Write down exactly what needs to be done and when you plan on doing it.

4. Be flexible

When it comes to time management, being flexible is key. That’s because there are always going to be unexpected events and changes that come up. If you’re inflexible, then you’ll likely find yourself getting frustrated and behind schedule.

But if you’re able to go with the flow and adjust your plans as needed, then you’ll be much better off. You’ll be able to stay on track and get things done, even when things don’t go exactly as planned.

5. Plan for the unknown

Even the best planners won’t always estimate their time perfectly. There will always be tasks that take longer than planned or tasks that come up out of nowhere.

Think about what could throw off your schedule and put them down on paper. This could include things like last-minute meetings, sick days, or car trouble. Build in buffer time to help you address these things without losing too much progress. This way, if something does come up, you won’t have to completely reorganize your whole day.

Also, it’s always a good idea to have a backup plan. If you have an important deadline approaching, make sure you have a contingency plan in place in case something goes wrong.

6. Delegate tasks

Delegating tasks can help you free up your time so that you can focus on more important things. When you delegate tasks, you give someone else the responsibility of completing a certain task. This can be a great way to free up your own time so that you can focus on other things.

Using event management software can help you delegate like a pro. Assign tasks to your team via the mobile app or platform, set deadlines, and track progress all from a single location.

7. Utilize event technology

Event technology, such as a mobile conference app or event platform, can centralize all of your event planning efforts. It gives your team an anchor to guide their daily duties and keep everything on track.

This helps you avoid switching between too many different apps and tools and having to refocus your mind each time. Plus, you can see at a glance what’s going on and what still needs to be done during your planning.

Hand holding a mobile phone

8. Minimize distractions

When you’re trying to focus on a task, any little distraction can derail your train of thought and waste valuable time. Minimizing distractions cuts out extra noise so you can stay focused and get more done.

This includes turning off your phone, putting away any potential sources of interruption, and finding a quiet place to work.

9. Make time for yourself

Self-care is often seen as a luxury, something that you can do when you have extra time. But what if self-care was actually the key to better time management?

When you make time for yourself, you’re able to recharge and refocus. This means that you’ll be more productive when you are working, and less likely to procrastinate or get sidetracked.

It can be difficult to find the time to fit self-care into a busy schedule, but it’s important to remember that even small changes can make a big difference. Taking a few minutes each day for yourself will help you feel calmer and more in control of your time.

10. Don’t be afraid to say no

Saying no is often seen as a negative thing. But when it comes to time management, saying no can be a huge help. When you have too many commitments and not enough time to complete them all, something has to give. And that’s where saying no comes in.

By saying no to non-essential commitments, you can free up your time to focus on the event details that are truly important.

In addition to freeing up your time, saying no can also help reduce stress and anxiety. When you’re trying to do too many things at once, it’s easy to feel overwhelmed and stressed out. This can take some practice, especially if you’re trying to please multiple event sponsors and stakeholders. And remember, you can always delegate tasks instead of giving an outright no.

Improving your time management with Canapii

Canapii event software helps you free up more time and take back control, whether you’re hosting in-person events, virtual events, or hybrid events. Contact us today for a demo!


Gemma Edwards

Co-Founder at Canapii

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