How to supervise information flow chart in event management

Being an event manager you are working as a team and controlling multiple groups of people. You have to face lot of challenges on daily basis. You want to make an event successful, so define some specific path of communication otherwise everything will fall down as building cracks up. Make a flowchart of information to prevent lapse and omission. Follow the given guideline.

Be the Leader and Boss

Event is the process that is combine production of different departments and groups but in the end boss has to check all final work. Every person should focus on their work and try to be in their boundaries. Recognize yourself as a team leader from very start of the project. Tell your team member about the importance of flowchart of information and how to chase it to make a combine outcome. Of course you don’t want to create any jumble and problems so tell them all issues on day one.

Organize group and team

Couple all those workers in a group whose work is interconnected with each other. Make one committee of marketing department and other committee of audio/visual providing members to work on logos and visual displays. When you make one team you will be able to get rid of different surplus and disuse emails as well. Send email to head of team for updates and prevent yourself to get lost in shuffle.

Deadlines

Post all deadlines in advance to prevent any type of misinformation and confusion and reduce stress between team members. Make a flowchart of deadline to demonstrate how all team workers will work together. People work better when they know other group is waiting for their response. Sharing the work will make flow and running form of conduction of process and no one will able to take any negative action.

Negotiation tips for event planner

Keep Executives well Informed about process

The biggest mistake that you can do in process is when you won’t inform the higher authorities and executive about the updates. Tell them about all changes that you will do in any aspect. Have a proactive meeting with them regularly and explain all process. You can make changes in the middle of the project but won’t be easy at end.

Call Your Vendors

Keep good communication flow with your vendors and service providers. When some coworker will contact directly with vendor and you won’t be informed about it will create a big question for you. Don’t let other members to talk with vendor directly. All information flow should start from your orders and rules.

Practical Updates

Share all information as you get them with other members, make a document about all details and send them on daily basis. Do your communication short and precise. Keep all updated about their duties and responsibilities. Interdepartmental communication flow is also important as yours. All information should flow in same direction and order. If anyone has some confusion, translate it again for them in good manner.

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