How we optimise our time

1. Must have: project management tool

When it comes to managing projects efficiently, Monday.com is our go-to tool. It’s more than just a task manager—it’s a central hub that keeps everything organised and accessible for the entire team. Here’s how we use it to save time:

Clear Visual Overview: Monday.com provides a visual overview of all our projects. With boards that can be customised to show tasks, timelines, and progress, it allows us to see exactly what’s happening and what’s pending. For events, this might mean tracking everything from vendor agreements to social media posts, all in one place.

Task Assignment and Collaboration: Each task can be assigned to a specific team member, with deadlines, descriptions, and attached files. This eliminates confusion over who’s responsible for what, reducing the need for back-and-forth communications. For example, when preparing for an event, we assign tasks like "Confirm catering" or "Send event invites" to team members, so everyone knows their responsibilities and deadlines.

Automations for Repetitive Tasks: One of the best features of a project management tool is the ability to automate repetitive tasks. We set up automations for routine actions, like sending reminders when deadlines approach or moving completed tasks to a 'Done' column. This cuts down on manual follow-ups and helps the team focus on more strategic tasks.

Why It Works: By using these tools, we can keep projects organised, delegate tasks effectively, and streamline our workflow. It helps the entire team stay on the same page without needing constant meetings or email threads. This clarity and organisation translate into more efficient use of our time, especially during the hectic lead-up to events.

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2. Our Best Practice: Prioritisation Through Clear Planning

One of the core practices that we swear by is prioritisation. Without clear priorities, it’s easy to get caught up in urgent but low-impact tasks, leaving the important ones sidelined. Here’s how we ensure we’re always working on what matters most:

Start with a Planning Session: At the beginning of each project or event, we hold a planning session where we outline all the tasks that need to be done. We identify which ones are critical and set clear priorities for the team. For example, securing the venue and confirming key speakers are tasks that need to be completed early in the process, so they’re marked as top priorities.

Limit Meetings to What’s Necessary: We've all been in meetings that could have been an email, and it's crucial for us to use the right tool at the time. Before scheduling a meeting, we ask ourselves if the issue can be resolved via a quick message, an email, or a comment on a shared document. When we do need to meet, we keep meetings short and focused, with a clear agenda and specific outcomes. This approach prevents time from being wasted on lengthy discussions that could have been handled in a simpler way.

Asynchronous Communication: Not all team members are available at the same time, especially when working across different locations. We encourage asynchronous communication: team members can share updates, ask for input, and get feedback without needing everyone online at once. This is especially useful for project planning, where quick feedback loops are often needed.

Why It Works: Effective prioritisation ensures that we spend our time on tasks that have the biggest impact. By tackling high-priority items first, we avoid the stress of last-minute rushes and can maintain a steady, focused workflow. This approach also helps in managing team resources, ensuring that no one is overwhelmed with tasks that could be handled later.

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3. Our Essential Tip: Automate Wherever Possible

Automation isn’t just for IT—it's a massive time-saver in communications and event management, too. Our essential tip is to automate as many routine tasks as possible, so the team can focus on more valuable, creative work. Here are a few ways we do this:

Automate Social Media Posts: We use scheduling tools like Metricool to plan and schedule social media posts weeks in advance. This means we can prepare content for an event’s promotion well ahead of time, and the posts go out automatically, without anyone having to press "post" every day.

Automate Email Campaigns: For events, email reminders, invitations, and thank-you notes can be automated using platforms like Mailchimp. By setting up these campaigns early, we ensure consistent communication without the need for constant manual input.

Set Up Workflow Automations: Platforms like Monday.com and Slack offer simple automations that save us time, like sending automated reminders for task deadlines or moving tasks to different boards once completed. This ensures that nothing slips through the cracks, and the team doesn’t have to waste time on routine updates.

Why It Works: Automation handles the repetitive, administrative tasks that can eat up a lot of time. By automating these processes, we reduce the workload on our team, allowing everyone to focus on more strategic and creative aspects of the project. This also ensures consistency, as tasks are completed the same way every time without relying on manual effort.

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