Effective communication is the key to successful corporate event management. However, it’s usually not achieved easily. Whether it’s a team-building, seminar, or training, everyone should be able to communicate well with each other. Besides, miscommunication may result in a lot of complexities, and it can ruin all of your and your team’s hard work. At the same time, the guests may no longer attend any of the events hosted by your company.
So, as you plan the event, ensure to incorporate some ways to enhance communication throughout the event planning and execution. In this article, we’ll give you some tips on how to do so.
1. Identify Clear Objectives
During the planning process, you should be aware of the objectives of the event. It allows you to craft a better communication plan and measure the ways to achieve success. So, take some time to establish clear objectives, and you should also inform the speakers, staff, and other stakeholders about these objectives, so they’re aware of everything that’s happening in the event.
2. Set Up a Shared Communication Space
Keep everything in one place, but ensure that you have a backup where you can salvage the copies of the plan in case of unexpected errors. Nowadays, you can find a lot of online software or apps that offer centralised communication, where you can also access the latest updates about the event.
Some of the most popular project management tools include Monday.com and Asana. Meanwhile, you can use the current messaging app of your company for real-time updates.
3. Create a Detailed Communication Plan
A detailed communication plan can significantly help you move forward and is a great part of corporate event management. Usually, a well-crafted communication plan includes a list of stakeholders and their roles, preferred communication channels, a list of things to accomplish, and deadlines. Of course, it’s also essential that you can prepare the frequency of the updates, and the documents, receipts, and other proofs needed for such updates.
4. Check Each Team Regularly
One of the most essential parts of corporate event management is the regular check-ins. Aside from the updates given by the point persons, as the event organiser, you should be aware that regular check-ins can help solve problems immediately and focus on things that need a boost.
Meanwhile, if you want to plan these visits, you shouldn’t allow a significant amount of your time. Besides, it’ll be more helpful to pay a short visit once in a while, instead of a lengthy one.
5. Use Visual Aids and Documentation
To maintain clear and effective communication, you should also include documentation and visual aids. Additionally, when communicating with your team and other stakeholders, they should also see evidence that things are progressing as planned.
Meanwhile, if everything is just written in email or chat apps, it can be difficult to visualise if the tasks they’re doing matter.
6. Encourage Open Feedback
During the planning and execution process, encourage everyone to provide open feedback. It can be anonymous so that everyone is comfortable leaving honest opinions, suggestions, and enquiries about the tasks.
Meanwhile, to prevent setting the feedback aside, you can have a designated chat room, and allot a time for concerns every time you have a meeting. These simple gestures can significantly help improve the overall result of the event and prevent unwanted surprises.
7. Train Staff and Volunteers
Everyone should be aware of their tasks, even if it doesn’t require a lot of instructions. So, as early as possible, train the staff and volunteers so that they know what to do. After the training or seminar, ensure to assign a point person who can inform the staff and volunteers about the updates, just so there’s someone who can track the others’ progress as the planning and execution move forward.
8. Communicate Clearly with Attendees
The event’s success won’t be possible if there are no guests. So, to gain prospective attendees, you should also communicate clearly with them. As early as possible, send the invitation to the attendees, so that they can include the event in their schedule.
In addition, if possible, send the invitation and other instructions to multiple channels, so that you can ensure that the guests can get the invitation on the schedule you intend them to be informed.
9. Develop a Backup Plan
As part of the planning process, having a contingency plan is essential to achieve a successful corporate event. Aside from having a backup plan, everyone in the team should be aware of its existence, so that they know what to do in case of unexpected situations.
10. Debrief Post-Event
Even if the event ended, conducting a debrief with the team is essential. It’s when you discuss the things that went well and the things that didn’t go as planned. In addition, there should be feedback from the guests, so that you know the factors that should be improved in the next events.
Final Thoughts
In corporate event management, communication is one of the most essential things. However, it’s not just about verbal communication. You should also prepare an online medium, visuals, and plans to maintain clear and effective communication among stakeholders.
ABOUT THE AUTHOR
Aliana Baraquio is a content writer for Pink Caviar Events Sydney, a full-service event management and decorative hire company located in Sydney. When she’s not typing out blog posts, you can find her watching anime series or baking cupcakes.
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