How Best to Manage Your Time in the Event’s Industry

In the whirlwind of event planning, where the clock laughs in your face and the calendar throws curveballs, there's a perpetual quest for the holy grail of efficiency. This isn’t about finding just any tool; it’s about discovering that sidekick who’s as sharp as you are, ready to tackle the chaos with a smirk. Let's dive into the tech that doesn't just keep up but cranks your planning prowess up to eleven.

Digital and AI Programs to Help Manage Time: Your Digital Dream Team

Leveraging cutting-edge technology is essential in the event planning industry, and in 2024, it's all about smart tools that not only follow commands but also anticipate your needs. Here's a rundown of the digital champions that can elevate your event planning game:

1. Riverside

- The Lowdown: Riverside transforms the way you record podcasts and interviews by offering studio-quality audio and video recording, no matter where you or your guests are. It's particularly handy for event planners looking to create high-quality promotional content or record event proceedings with ease.

- Costs: Starts with a basic plan for free, while the more advanced features are available from $15 per user per month. Imagine capturing crystal-clear memories of events without the hassle of complex setups.


- The Lowdown: stands out as a versatile project management tool, enabling event planners to streamline workflows, manage tasks, and collaborate with teams in real time. Its customizable dashboards and AI-powered automation save time and increase efficiency.

- Cost: Offers a free tier for up to two users, with paid plans starting at $8 per user per month. It's like having a command center that organizes chaos into harmony, ensuring every event detail is meticulously planned and executed.

3. HubSpot

The Lowdown: HubSpot goes beyond traditional CRM functionalities by integrating marketing, sales, and service software. For event planners, this means seamless management of attendee relationships, automated email campaigns, and insightful analytics to tailor events to their audience's needs. It also has a wonderful catalog of training videos for anyone new to the field.

- Cost: Free CRM features, with more comprehensive marketing and sales tools starting at $45 per month. It’s akin to having a personal assistant who knows your clients as well as you do, ensuring personalized and memorable event experiences.

4. Canva

- The Lowdown: Canva is a graphic design powerhouse that simplifies creating professional-looking event invitations, promotional materials, and social media posts. Its intuitive drag-and-drop interface and vast template library make design accessible to everyone.

- Cost: Free for basic use, with Pro features starting at $12.99 per user per month. This tool empowers you to bring your event's visual story to life, captivating your audience with stunning aesthetics without needing a degree in design.

By integrating these digital tools into your workflow, you'll streamline the time management aspect of event planning and enhance the quality and impact of your events. Whether it's through impeccable organization, effective communication, or breathtaking designs, these digital dream team members are here to elevate your event planning to the next level.

How to Best Time Manage While Working From Home

The home office: a land where distractions run wild, and the coffee pot is always calling. Establishing a dedicated workspace is key — somewhere you can separate work from, well, not work. It’s also essential to create the correct type of stimulus. Having something play in the background or listening to your favorite podcast can distract you. While you may think you can do both, studies show this decreases cognitive performance. What many are seeking is sound masking. Sound masking involves adding background sound to reduce noise distractions and increase comfort in environments where concentration and productivity are desired. Everyone knows of white noise. This sound contains every frequency within the range of human hearing in equal measure. It’s like the static you hear on an untuned radio. But the sweet spot is green noise. Green noise is often likened to the sound of a gentle rustling of leaves, a steady, soft rain, or even some Lofi music. This is the perfect solution for relaxing but focused work sessions. Many YouTube channels have whole playlists dedicated to studying or working in timed sessions with specific green noise backgrounds. Try them out!

Another crucial aspect of working from home is creating a routine, including getting dressed and scheduling breaks. Yes, you need them. It’s about creating a rhythm that keeps you sane and productive, even if the closest thing to a coworker you have is a plant. All things should be balanced.

If you’re starting when you feel like it and taking long extended breaks, the work productivity can come to a screeching halt. But you'll never find that sweet spot if you’re always on and never taking a break, especially when work hours are over. The beautiful benefit of working from home is the access to so many things that can bring you joy. Want to do a load of dishes before your next call? Go for it! Want to take a walk around your block with your doggo? Absolutely! Want to take a 20-minute meditation session in between calls? We’d like that too! You get to choose your rhythm; it’s just important that you establish one. And one of our personal favorites is the Pomodoro Technique.

How to Use the Pomodoro Technique: Event Time Management

The Pomodoro Technique is like speed dating with your tasks — quick, focused sessions followed by a breather. It’s perfect for those of us whose attention spans are in constant turmoil. Work for 25, rest for 5 and watch your to-do list shrink faster than the NFL’s ratings after Taylor breaks up with Travis. Mix it with other time management hacks to find your productivity sweet spot. It’s about making time work for you, not against you. This is perfect for those who struggle with taking extended breaks and finding the motivation to start again. Instead, reward yourself with hourly breaks throughout the day. And you can change the time spent. If you’d prefer a 45-minute work session and 15 minutes break, do it!

This is all about what works for you!

For the seasoned event planner, navigating tech and time management is about beefing up your arsenal with tools as savvy and sharp as you are. The right tech can turn even the toughest planning gig into a walk in the park (or at least a less frantic jog). Here’s to finding that perfect mix of tech sidekicks that make managing time possible and downright delightful.

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