Project Management Tool Is the Need of Every Event Planner

It is quite an interesting experience to be a part of a group that plans meetings, organizes events and delivers conferences. But when it comes to coordinating with people, planning an event and managing resources you have a lot on your plate. The key to success in critical situations is - Keep it Simple. And how to keep it simple? Definitely a project management tool is all you need for it.

A project management tool will change your event management approach without any hassle and stress. There are many tools for providing support to teams and managing resources. You can easily plan big complicated events well with a project management platform.

The best event organizers make use of online project management tool because of some of the most important features of the tool. Let’s see how these features will help you in event planning.

Collaboration tools

Project management software has some robust features that can be used for your events. You can keep in touch with your groups and colleagues, send documents, ask queries and instant messaging. You can speak with multiple clients and group members for discussing important things.

As an event lead, you can schedule daily stand up and avoid getting everyone out of their overloaded inbox. No event can be successful without effective collaboration, you can discuss progress, upload files, and mark tasks complete on an online project management tool.

Gantt Charts

A Gantt chart is a horizontal bar chart for planning and tracking your events as it will give you a visual that transforms a conceptual workload into actionable items. An event planner can visualize a project’s timeline and illustrate the start and finish dates for critical tasks to assess whether the event is on schedule.

Event management through a management tool will allow you to control the milestones related to your event by tracking the date and each activity performed by the related person. You can also assign dependencies to tasks that are a part of your event and perform in that particular order. This tool will also depict all major tasks and milestones necessary for project execution.

File Sharing
The team of an event planner comprises of various members and there is an urgent need of having an easy way of sharing documents and information. A Project management software will have an intriguing feature of file sharing that will provide an area for all team members to share common documents. There won’t be much time wasted in exchanging documents via emails and it is a great tool for managing different proposals and invoices.

Kanban Boards

Kanban board is another visualization tools and when the major milestones of an event are determined, Kanban boards will help in breaking the large tasks into small tasks so that it is assigned to each individual. Every individual will be clear of its objective and will take the responsibility of completing the task before deadlines. With this tool, the organizer can see what work is going on and monitor the progress of the team.

A Project management tool that has all the above features is the recipe for planning the most successful events. As the trends are moving forward increasingly, event managers and organizers need to include these tools in to be successful.