If you’ve been involved with project management you’ll know that task tracking and team communication are vital ingredients for success. And when you’re organising your event, you’ll know just what I mean, an event can be a massive project with many puzzle pieces to track and bring together.

You may be using a spreadsheet and e-mail right now, and that’s okay. But it can be really frustrating if people start changing or moving things around!

In which case it’s time to upgrade to a dedicated project management software tool.

Project management tools are amazing

I’m a big believer in implementing up-to-the-minute project management tools. This is what helps me, my team and my clients keep track of both the big picture and the nitty gritty details.

There are some really amazing collaborative project management tools available online. These tools encourage teamwork and enhance communication. And the best part? They help simplify managing your event!

This isn’t about using something new just to say you’re “keeping up with the times”. This is about making your life easier and improving the quality of your work.

So tell me, do you find yourself

  • Helping team members access information
  • Reminding team members of due dates
  • Following up with team members because you don’t know if something is done
  • Resharing important information that got buried in an email thread
  • Checking in with team members because you don’t know if they that important item that got added in the spreadsheet
  • Fixing mistakes made because team members weren’t on the same page

Does that sound all too familiar?

As the leader in charge of a complex event project (because events are projects remember), you can end up spending half your time engaged in “busy work” (and aint no one got time for that)!

I’m a huge advocate of using collaborative project management software. You may have heard of these examples:

There are others, but these are most common amongst Entrepreneurs and small business.

Why these tools?

Any of those tools would be capable of increasing collaboration and communication within your team. They provide access to all relevant information, which you can organise in a meaningful way.

You can also use comments and reactions to share details or draw a team member’s attention to a specific piece of information. Never lose a conversation in an email thread ever again.

In addition, these tools almost always have features that allow you to tag others, assign certain tasks to a specific person, prioritise tasks by level of urgency, include due dates, and attachments.

As you can see, they are much more versatile than the classic spreadsheet and email combo many of us are used to!

Now, it may take a bit of time to learn something new. But once you’ve picked it up, you’ll find yourself wishing you had made the switch long ago!

My project management tool of choice

I’m a huge fan of Monday.com. I implemented this into my Event Agency a couple of years ago now and it’s been a game changer. Here’s why:

  • It’s visually pleasing and has a clean aesthetic
  • It’s totally customisable, which means we can use it in the way that works best for our team
  • All our communications about tasks can be kept in one place (instead of losing them over a thread of emails)
  • We can share our project plans with our clients, and clearly communicate with them right inside the task
  • Tasks can be assigned to our clients, so they know what they need to contribute, and when
  • Clients love it (it gives them a clear picture of where things are at and it keeps everyone accountable).

Which tool is best for you?

If you already use a project management tool, congratulations! I’d love to know what you use and what you love about it.

If you don’t, I’d encourage you to choose one from the list above and try it out. Trello and Asana offer free plans.

Once you’ve created an account and found a tool that has features you like, try using it for a small project in your business. You can even “practice” with something mundane and easy, just to see what you think.

Don’t try to implement a new project management tool with your biggest, most important project, like your event, when it’s halfway done! That will cause a great deal of stress, and wouldn’t be worth it.

Rather, start with something small, and really see what you like. Once you feel committed to a project management tool that works for you and your team, you can go all in and use it for all kinds of projects, not just your event.

Soon, logging in to your project management tool will feel just as natural as your current spreadsheet system feels.

How I’m using Monday.com

For starters, I tried out a few systems, just like I encouraged you to do!

Once I realised Monday.com was the tool, I took our project plan spreadsheet template, and set it up as a template inside of Monday.com. It was like having the best of both worlds! We got to keep the template and structure we were used to using, but with all sorts of new features that made managing our events easier than ever before.

In addition to project management for events, I also use Monday.com as a business management tool. Like you, I have a sales pipeline, customer service needs, new ideas that are in development, standard operating procedures, employee onboarding, and annual goals.

Rather than manage our event projects in one platform and my business in another, I found a tool that lets us easily and efficiently keep everything in one place. We can print less, email less, and hunt for random documents less – Monday.com keeps it all organised!

Head on over to www.sandrajulianevents.com/Monday and check it out yourself.

(disclosure: I’m an affiliate for Monday.com)