Delegating is a stressful and difficult process for many event managers. People who can decide which tasks to delegate succeed in event management. The event managers, who are keen on delegation, have everything they need to be a good event organizer. So how good you are at delegating?
Reasons to authorize people for your event planning
Event managers' tasks can be countless, so there are reasons to delegate. It is impossible to cope with the whole process on your own. You have to share some of your work.
Assigning important tasks to your employees will make them a valuable part of the team.
By assigning tasks, you allow your employees and company to grow.
It will save you from a great stress.
Delegation of authority reduces stress both for managers and for team members. Assigning tasks to people you trust for delivery, control, setting limits on the workflow, and providing adequate support etc. reduces both your stress and the likelihood of making mistakes.
You will have more time to interact with your sponsors and participants
When the event organization process is distributed among different team members, you will have more time for what you do best. You should attach high priority to your sponsors, participants and business partners.
Your events will improve
When organizing work, information is constantly updated, so you need to spend time training your employees to make services they offer become better. Thus, your events improve.
You will improve and grow as a professional
Once your team members are given the freedom to act within a certain responsibility and the opportunity for professional development, you will receive an excellent result as a planning manager.
To whom can we delegate the tasks?
Here are the factors to consider when empowering the right person:
The experience, knowledge and skills of the individual, who are appropriate for the task assigned.
Do you have time and resources to provide the necessary training?
Working style preferred by the individual.
How independent is the person?
What does s/he expect from her/his job?
What are his/her long-term goals and interests, and how are they compatible with the proposed work?
This person's current workload, etc.
When are the tasks delegated?
Delegation should be based on a a win-win approach. You must do this appropriately. However, you cannot delegate any task you want. There are some important issues to consider to determine when delegation is most appropriate:
Does the person have time to work harder?
Will delegating require changes in other responsibilities and workloads?
When you choose the right person, help him/her plan events and give him/her the necessary resources and authority to do the job.
The following types of work are generally delegated:
Special and minor problems;
When you start delegating a task to someone for the first time in an event, you may notice that it takes longer to complete tasks. No worries. This is because you are an expert in this field and the person you have delegated is still in learning process.
The best tasks to be delegated are as follows:
Taking advantage of an online invitation service or offering alternative methods to RSVP, making RSVP date clear and urgent
Communication with suppliers
Delegate the task to someone who has very useful connections and enjoys communicating with people.
By using a program to organize events, your team can easily create events, manage the registration process, and report and share the data.
Thanks to modern event check-in tools, it will be easy and safe to delegate event check-in tasks to everyone.
Create invitations, customize confirmations and registration pages, manage your participants' accommodation, transfer and the entire event journey.
Assign someone to track the progress of the event with real-time statistics, reminders and reports. Prepare for future events.
The first step is to decide which tasks can be assigned and which cannot. It is useful to leave aside those tasks that are really important for the business.
Find out who to assign to. The manager must trust the person to do the task.
The tasks and instructions given to the employees must be carried out correctly and interpreted clearly. It will never be unnecessary to ensure that employees understand the task correctly.
For completing the task, it is important to create a specific deadline and several checkpoints to monitor the progress.
Give confidence and freedom of movement. The feeling of trust will inspire employees and help them show greater interest and investment in the task.
It is necessary to delegate not only the task, but also the responsibility of implementation.
At first, delegation can be frightening: team members may not be able to cope with it, consider you as unskillful, negatively affect the company's reputation. But fear slows down the development of both staff and the company. Delegation is one of the five main functions that a top-level event manager should perform. It doesn't matter how many employees you have or how big an event you are organizing.
Besides the convenience Holacon offers from planning to operation, it also allows you to easily delegate, track and control your team through the advanced Task Management module. Delegate tasks to your team, add deadlines and get reports with Task Management. Minimize the chance of making mistakes while organizing both your event and your team in the best way.