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Kevin Dennis of Fantasy Sound Servcies

Tips for Creating a Productive Workflow as an Event Pro

Kevin Dennis of Fantasy Sound Services on how to create an effective workflow for a special events business

In the events industry, we often face a number of challenges when it comes to being productive and getting our work done in an efficient and timely manner. Whether it is a matter of time management, energy, unexpected crises or needy clients, it can sometimes seem like we are getting stretched in multiple directions and, as a result, getting nothing done.

However, by simplifying your workflow and employing some helpful programs to streamline your operations, you may find that you have more time in your day to go above and beyond for your clients. 

Teamwork makes the dream work
For a company to run like a well-oiled machine, it is important for each and every person to play their part and stay on top of their responsibilities. Try setting a meeting in the beginning of each week so the team can collaboratively come up with goals that need to be accomplished for the week ahead. Using project management apps to keep track of bigger projects and daily to-do lists for smaller tasks can help everyone stay on task, while leaders can keep track of where everyone is.

Block scheduling
This is a big one for us and is really our key to getting everything done. When we look at our schedules, we try to schedule out time blocks that are specifically for projects and meetings. During those times, we do not check our emails in an effort to eliminate as many distractions as possible. We also stay away from checking our emails first thing in the morning, as you can easily become absorbed in your inbox. Instead, plan your your day and create a to-do list before jumping into responses. Closing your office door can be helpful too, as it sends your staff the message that you are busy and should only be interrupted in the case of an emergency.

Incorporate technology
There are so many apps out there to help streamline your workflow, so why not take advantage of them? Favorites of ours are Todoist (for to-do lists), Evernote (for project management), Acuity (for online scheduling), and Square (for credit-card processing). With that said, there are countless of tools available and everybody has different preferences for their business structure, so take some time to experiment with some apps until you find the one that fits your company best.

Regardless of what you find is your biggest time-suck, it is important to not let any single thing dictate the schedule of your day. Multi-tasking is not as efficient as you may think--in fact, the best way to make progress on everything that needs attention is to focus on a single task at a time and make sure there is time in your schedule for all of the projects with impending deadlines.

 Kevin Dennis is the owner of Fantasy Sound Event Services, a full-service event company based in Livermore, California. Dennis is the current chapter president for Silicon Valley NACE and the immediate past national president for WIPA.

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