4 Things to Consider When Planning an Event at Work

Planning an event for your entire staff at work can be stressful. Think about it; your boss has instructed you to plan an event… for everyone. Planning a birthday party for a six-year-old is a logistical nightmare, but adults aren’t always pleased by the simple things like cake and a magician (although, admittedly, I am.) Here are 4 things to consider when planning an event at work.

  1. The Challenge

The first tip we have seems so easy, but it is essential to ensuring the best possible event. What is the real challenge you are facing? Is this a Christmas Party? A staff get-together? A pot-luck? You have to know the true purpose of the event and that must be kept at the front of mind during the entire planning process.

Often we get caught up in just planning, but we forget to consider the real purpose of the event. Is the goal of you pot-luck to eat, or is it to bring everyone in the office together to build morale? You have to ask these questions and have the solution. Harry Potter didn’t go to Hogwarts to defeat “He Who Shall Not Be Named”, the real purpose was to learn magic!

  1. Stakeholders

This is another crucial concept in any event. Who are the key stakeholders involved in an event? Imagine the pot-luck, who are the key stakeholders? Employees, management, owners, and maybe even customers; it is essential that your event has systems in place so that every stakeholder has something to gain from the event. Employees want to eat and not have to work for an hour, management and owners want the staff to come together and build morale (and eat), while customers may just want some free food.

  1. Time Management

We can all remember our parents telling us not to procrastinate, but we all did it anyway. Well, now is the time we need to listen to that nagging voice and plan everything out on time. Make sure everything is set in place with time to spare, so there is no desperate struggle to find replacements.

This is the most common tip you’ll find on the internet, but that’s because of how vital it truly is. Plan your time and make sure all stakeholders have a full understanding of the timeline and schedule.

  1. Risk/Mitigation

Creating a risk/mitigation plan can be extremely helpful when the inevitable issues occur. Going back to the pot-luck example, what happens if someone forgets to bring food, or someone calls in sick? Will there be enough food for everyone? Is there an oven at your office that people can cook in? What happens if too many people are trying to use the oven?

These are all risks that need mitigation and having an action plan will elevate stress because you solved your problems before the problem even occurred.