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Get Organized: Best Tips for Streamlining Your Event Business Operations

While the events industry is full of unique businesses, all the top event companies have one thing in common: they’re organized. With organization comes increased efficiency, less stress, and a more effective business. When it seems like everyone around you has it all together, you may find yourself asking, “What can I do in my everyday life to be more productive?”. You might think you need to take drastic measures to increase your efficiency, but hold your horses! Before you make any radical changes, there are a few small ways you can be more efficient and less stressed. These tips below will help you streamline your event business operations (and allow you finish your work at normal time!)

Physical

Clean out your office

Not only should your office not make you anxious, it should actively give you a sense of calm. Though our industry is chaotic, your workspace doesn’t have to be. Start by: 

  • Seeing what you can empty, shred, or recycle. This includes spare paper, files, knick-knacks and even furniture. Ask yourself “Do I really use this?” If you haven’t used something in months, it’s time to let it go.
  • Transferring physical documents into a digital format. Make one pile for scanning and one pile for tossing. Scan and upload the files you want to save to your computer. Doing this will make files much easier to organize and find in the future. Trust me, you’ll thank me later.

Organize your co-working space: warehouse, kitchen, or venue

Have you ever been stressed when last minute issues arise at an event? You’re running around because you can’t find the right inventory item in your warehouse, the kitchen is messy, or the venue is cluttered? Don’t let this be you– take control of your space with some simple organization steps. Some things to consider when re-organizing these spaces is the current layout. 

Ask yourself:

  • Does my layout maximize space efficiently? 
  • Do I have easy access to all inventory items or equipment? 
  • Do I have extra working space for my employees?
  • Are my safety protocols up to date?

Once your layout is organized, consider labeling all inventory and equipment so it is easily identifiable by you and your employees. Now, people will finally stop asking where that one item is.

Digital

Standardize your computer desktop

When you open your computer, does looking at your desktop make you feel overwhelmed? You know what they say, desktops are the window to the soul.The more you store on your desktop, the slower your machine will run. It’s best to keep as little on your desktop as possible so you and your computer can run efficiently. Move files from your desktop into folders and subfolders. This will make finding a specific file easier in the future.  Practicing a few of these tips will decrease confusion and allow you to streamline your event business operations.

Declutter email inboxes 

With emails coming in constantly, inboxes can be one of the hardest spots to organize. One step that can make a world of difference is to create multiple addresses for multiple purposes. Create an email address via gmail that is @youreventcompany.com and have emails go to the correct person (Sales, Help, Contact, etc.). This way, incoming emails will already be filtered by category before they are sent. 

Another time-saving hack is to auto-sort emails by category. For example, if you want all emails that have the word “florals” labeled as “Florals”, follow these steps:

  1. Open gmail
  2. At the top search bar, click the down arrow.
  3. Enter in your criteria. In this case, type “florals” on the line next to “has the words”.
  4. At the bottom of the box, click “Create Filter”.

  1. Check the box “Apply the label:” and select the label you want. In this case, select “Florals”.
  2. Click “Create Filter”.

Voila! All emails containing the word “florals” will automatically be sent to your “Florals” Folder. Doing these simple steps can transform the typical inbox frenzy into an organized work space.

Utilize software

Another fantastic tool to streamline your event business operations is software. Event rental management software like Goodshuffle Pro houses everything you need in one system to assure organization and make business more manageable. Goodshuffle Pro includes powerful features like:

With Goodshuffle Pro, you can organize everything for your events in one place with digital pull sheets, automated team chats, contract building, up-to-date schedules, and more. Goodshuffle Pro is an all-in-one solution that can take your business to the next level.

Enjoy your organization

Are you ready to breathe a sigh of relief when you walk into your office, log onto your computer, or check your email? If you employ these techniques, you can do just that. Increasing productivity starts with small changes in your everyday life. Encourage your employees to make these small changes to their workspaces too. An important thing to remember is this should be done regularly. Unfortunately, most spaces don’t stay clean forever. Set a reminder for yourself to declutter and organize your workspace every quarter, 6 months, or year, whatever works for you! With an organized physical and digital space, you’ll be able to think clearly streamline your event business operations.

 

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Karen Gordon

Karen Gordon has spent her career growing event and technology companies through consultative sales and strategic growth strategies. She’s developed client and brand experiences for companies such as LivingSocial and Surprise Ride (as seen on Shark Tank). Now, as the VP of Growth at Goodshuffle Pro, she combines her love of both events and technology to drive the company’s growth in revolutionizing the event rental, design, and production industries with modern technology. She’s the NACE National Business Development Committee Chair for 2019 and 2020 and speaks nationally about events, event tech, and business strategy

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