Okay, we’re going to come right on out with this one: effective communication is the linchpin of successful event planning.
Effective communication in event planning is crucial because it…
- Generates collaboration
- Prevents misunderstandings
- Ensures that all individuals/parties are aligned towards a common goal
Buuuut, even though many event planners KNOW this, effective communication can easily fall by the wayside when planning events. Because let’s be honest! There’s music to select, speakers to hire, meals to plan, content to create, and so much more that’s on your mind when event planning. So…communication? Yeah, it can easily take the back burner.
Here’s the thing, though…
Believe it or not, a lack of effective communication when planning corporate events (or any event, for that matter), can be felt by EVERY person involved. You may think it’s okay to keep everything inside of that awesome, really smart brain of yours…but if there’s not a healthy stream of communication flowing to all parties involved (more on this later) in the event planning process, well, it will inevitably come through in undesirable ways.
What do we mean? Well, there’s a good chance that when the day of your event finally arrives, the energy will be off. Frustration will heighten. Hiccups in the schedule will be more likely to occur. Stress will increase.
The audience will feel it. Your team will feel it. And you will DEFINITELY feel it.
Now if you’re feeling a little downcast after reading that last paragraph, stay with us! Because we would never leave you hanging (or stressing) like that, okay?
Today we’re taking you behind the scenes of what it takes to ensure that you, your team, your clients, and your partners have effective communication – so that your event will run smoothly and be an experience people remember (in the best way possible, of course)!
In an effort to put the cookies on the bottom shelf here, we’re going to break this down into three sections: types of communication needed, how, and when.
Ultimately, we want to leave you with a ridiculous amount of clarity so you can roll into planning your next event with extreme confidence that your communication is on lock!
So let’s dive in!
There are two types of communication that are integral in planning remarkable (and memorable) events: internal and external.
Internal communication simply means how you’re communicating as a team! Your “team” can include anyone from your right hand support staff, to your upper leadership, or anyone that works within your organization. It may seem obvious, but internal communication is where everything else stems from.
Remember when you were a kid, and you could tell when your Mom and Dad weren’t on the same page? You’re chillin’ in the backseat while they’re driving down the road, bickering back and forth about how one of them told you you could go to your friend’s house that night, while the other parent had different plans. Simply put, we don’t want this to be the case with your internal team!
Finding ways to communicate strategically as a team will create a positive trickle of communication with everyone else involved. Just trust us!
External communication involves how you’re communicating with people outside of your organization. Maybe you’re planning an event for a client/someone else. Or, maybe you’re working with third-party partners (A/V support, emcee, musical entertainment, venue staff, etc). It can be easy to keep these folks out of the loop, but you can take our (very experienced) word for it - maintaining effective communication with them throughout the entire event planning process (even when you don’t think it's necessary) will benefit you more than you know!
Now that we’ve talked about the two types of communication that are important when event planning, let’s talk about HOW to make it happen. Action, baby!
Here’s some good news for you - it’s 2024 which means there are a PLETHORA of easy, straightforward platforms that can be used to effectively communicate both internally and externally. And the icing on that “good news cake” is that our team has tested many of these platforms, and narrowed it down to a handful that we believe to be the best!
One of our favorite communication platforms is one that you’re probably familiar with, too: Slack! The great thing about Slack is that it can easily be used for both internal and external purposes. Oftentimes, we’ll join in on a client’s Slack OR create a private channel with them as an external party in our company Slack. That might seem a bit confusing, but once you get everything set up, it’s amazing how simple it is to chat back and forth, share files, and more.
Another platform we enjoy using (again, both internally and externally) is Mila Note. This platform has a ton of unique features that are visually pleasing. Imagine a “vision board” meets “to-do list” – that’s Mila Note!
If you’d like a deeper dive on either of these platforms and how they can help establish clear and effective communication (for event planning OR just in general), we’d be honored to help - click here to drop us a line and schedule a consultation.
Whichever route you choose to take when it comes to communication platforms, our greatest recommendation is just to decide on something and STICK WITH IT. You (and your team/clients/partners) will be glad you did!
When it comes to communicating, consistency is key! Our greatest events have been a result of clear, consistent, and regular communication.
Once you decide that you’re going to plan an event, let the first thing you do be to plan communication tactics. This means deciding on a platform (described above), and going ahead and putting consistent meetings on the calendar. Depending on the “lead up” time until your event, this could look like weekly, monthly, or quarterly events – with an increased frequency the closer you get to the event.
Remember: planning consistent communication applies both internally and externally - so be sure you’re accounting for both!
Effective communication, from initial brainstorming sessions to the final execution, lays the groundwork for a successful event by establishing clear objectives and propelling the event forward with a unified vision.
And that’s what we all want, right?
An event that unifies everyone involved and leaves them thinking “Wow - that was remarkable!”
Helping companies like yours come up with clear, strategic event plans is our forte. If you could use a helping hand or some extra brain power behind what it takes to make your 2024 events a success, please reach out! You can click here to book a call with our team or send us a DM on Instagram @eventspeoplelove.