There are many facets to a typical day in event management, starting from the marketing stage, client confirmation and changes to designs, preparation setups, dealing with vendors and suppliers, audio and visual setups, premiums and stationery as well as the actual day of operation. All these mean that you are constantly dealing with people, paperwork and site management. Wouldn’t it be ideal if you have an event management solution that can cut your workload in at least half so that you have more time to focus on other aspects of the business without the need to hire too many people just to manage especially the paperwork?
What is means to optimize your tasks?
Being lean and efficient in event planning requires a good working knowledge of your requirements and systems available in the market that will enable you to micro manage without the need for additional time expenditures. Listing your planning itinerary will help you identify areas that investing in an event solution will help you to optimize your tasks. Some of the main areas that are not only time consuming but also repetitive mundane work are processing or registration forms and database entry. Others include managing the financial aspect of the company and customer relationship management. Cutting down in this section of workload by automating the reporting and email database updates will not only optimize your tasks and time but also make your company more organized. Therefore when you have an event management solution in mind, do make sure that not only is it fully automated but also fully integrated as this will make it easy to use over a long period of time.
Using an event management system to manage registrations
Using an event management system to maintain your registration list is better than second-guessing who is coming, counting confirmed call-in registrations and at the end of the day manually tabulating the registrants and separating the attendees and non-attendees. This is so time consuming and makes you wonder why you have not considered an event planning solution in the first place! Gone are the days of typing in line-by-line the names of guest and checking the spreadsheet for the correct numbers. Good software that is automated and fully integrated with your event management style and requirements will make this a headache of the past. Your handling of guest list will be efficient and your client will also be impressed that you are updated on all the latest whose who in attendance.
Other areas of event management tasks that would benefit from using a software system
Some other areas where just such a solution will be most useful are:
1. Maintaining the financial reports – imagine keeping tabs on all the incoming and outgoing cost in event management. If you should miss out on a few items you would soon find yourself running out of budget real fast. A good system will help you keep track of your cost and expenditure limits as well as keep track of all items you have spent money on and did you make a profit at the end of the day.
2. Real time reporting – this should be a feature included in the software that helps you automate your emails to send out financial reports, work orders and pertinent information to people in your group. This will save you loads of time in sitting down and emailing to everyone involved when it is available at the push of a button and everyone gets updated in real-time.
Therefore it makes perfect sense to find tools that are suitable to help you manage these parts of the event management tasks that will make your company more organized, efficient and less room for mistakes. Such systems are available online and you should take your time to shop around for a system that suits your requirement best without the need for extra programming and other such IT requirements. There are systems that just require minimal customization and you can be well on your way to using it immediately after purchase. Event Malaysia companies can also benefit from these systems which are now available to the Malaysian market and migrating over to these systems are not difficult!
