Nobody likes a firedrill
When working up to an event deadline, everything is important.
Each part is essential and, if you have not gathered already, as detail-oriented people we need each part to fit perfectly in its place. This can sometimes pose a problem, especially when, let’s face it, not everyone else runs on the same timeline.
Our process begins with a list of every aspect of the event that requires our attention. From there we evaluate those items in terms of budget allocation and production duration. To provide an example of what we mean, let’s say we have an event and we know 3 things:
- We need to design and order specialty cups for cocktails.
- We need to source a floral vendor specific to the city or surrounding area of the event.
- We need to acquire bar decorations based on the theme.
In this scenario, the first thing we would do regardless of budget allocation would be to look at the production estimates for the cups. This is generally a set time, and we know exactly when we would need to place our order to accommodate the event date and shipping time. Let’s say the cups only need 5 days for production and 3 days for shipping – that means we can wait a moment on the cups and continue to evaluate the additional tasks, but put the deadline in the calendar and set reminders. Between the florals and the decor, they could be relatively close in budget allocation but the key there is that we are in complete control of the decor while we would need to rely on the floral vendor for execution of the arrangements. This means sourcing a floral vendor just became the top priority.
In any situation where you have no choice but to depend on someone else to get it done, it is generally best to provide them with as much time as possible to execute their endeavor. If there is one thing you should take away from this, it is that. See, they do not want a fire drill either and no one does their best work when they are scrambling wildly to do it. Because nobody likes a fire drill, it’s best to prioritize time in a way that no one needs to participate in one.
