Air Traffic Control

Being the Chief Operations Officer, working in logistics, and leading a team through event planning can feel a bit like being an air traffic controller. Part of my job is to make sure that the different departments are all moving in the right direction, at the right speed, and are in sync with one another. At the same time, I’m monitoring the ever-changing travel situation, facilitating a convention center full of room set ups, selecting menus, monitoring safety and security, keeping tabs on local business and news information, and watching the budget, ticket sales, and room block reservation numbers. All while keeping my thumb on the pulse of the hospitality and tourism industry. And that is just Tuesday.

A couple of things help to make traffic flow smoothly. Project Management is critical to the success of any event. There are milestones, task lists, the critical path, and change management; all vital to the advancement or failure of the final product. A common concern when event planning involves multiple departments is each department operating in a “silo” (departments are focused only on their own tasks or responsibilities). To keep the event moving collaboratively in the right direction, someone has to be able to see the big picture, the 30,000-foot view, the forest for the trees, or things could get a bit messy.

Another way to keep traffic moving is to build a really great events team which includes people with different skills from each other. Not everyone can be good at the same things or the event would probably never happen. If you are the event professional, chances are you are the one with the logistical, spreadsheet-crushing, list-devouring, see-into-the-future brain. If so, there needs to be someone on the team who can create captivating content, someone who can engage amazing speakers, someone who can deliver heart-stopping production, and still, others who can answer customer service questions, market the event, create designs, setup the trade show floor, and hire staff.

In addition, you need the necessary event planning tools. An event planning timeline, cross-team communication tools, and the right people on the bus. Without modern conveniences such as these how many deadlines do you think would actually be met? How many teams have you encountered who are functional enough to work together or communicate effectively on their own without direction and accountability?

If there isn’t anyone at the controls making sure the departments are all working together, just imagine the number of tasks that would be overlooked or, equally as obnoxious, tasks that are done by more than one person on the team. I have the image of someone trying to herd cats in my mind when I think about this scenario. Have you ever tried to herd cats? I have. It’s not pretty.

To make sure everyone gets to their final destination unscathed, someone needs to be willing to act as air traffic control, monitor the critical path, watch the team’s capacity each week, or month, or quarter, recommend adjustments as needed, and keep things from crashing into each other!

How does your team keep the moving parts from colliding? Email me
or share with us here!

Do you know someone planning an event? Share this blog with them and be sure to like it!

Want to schedule a consultation with Tracy? Visit tracybaer.com!