What Does Time Management in Event Planning Mean?

The importance of time management is a commonly-heard phrase and skill, whether in job descriptions, event management or just your day to day life. But what do people mean and why is it so important? 
Time management is a skill that can ensure efficiency, productivity, and help to reduce stress. It’s all about knowing how much time you have to start with, and thus how much you can give away to certain tasks.
It encompasses that other frequently cited skill of prioritisation. Which means recognising tasks based on importance and tackling things in a logical sequence to get the best result.
overhead of man in blue suit
Another key element is efficiency. The better you manage your time, the more efficient you will be. It also helps you recognise how much you can achieve in a day by setting targets and deadlines.
But, despite the way the term is thrown around, it’s not an easy skill to master.

Here we’ll discuss the importance of time management, as well as some tips for how to improve time management and a few tools and techniques.

man writing on a notepad

1. Be Realistic

Considering the reality of how long various tasks take is a skill linked closely with the importance of time management.
In this regard, being optimistic won’t help anyone – it’s essential to be realistic and honest about every single moment.
If you really want to master how to manage time effectively, you need to take into account the time taken to do certain tasks.
There are other things to consider, such as the walking time between two areas of the venue, or the time needed to set up and arrange table decorations for a party.
Always give yourself more time than you think, as it’s practically guaranteed that you will underestimate! And too little time to do everything that needs doing means more stress for you.
Birdseye image of table with macbook

2. Plan and Make a List

If you have committed to the first rule above, the next of our time management tools and tips is to make a list or a plan with a detailed breakdown of exactly what needs to be done or what will be happening at every moment.
Creating this list will be super helpful for you when managing all your tasks. Need some help creating your list? Why not try a time management app?

This is beneficial not only for yourself but for anyone else who is behind the scenes at the event no matter their role.
Being able to share a detailed itinerary looks confident and well-organised to others and it will help you feel more confident and organised too.
Knowing you can always take a look at your detailed schedule and see exactly where you should be and what you should be doing at any given moment is extremely reassuring in moments of chaos and stress.
whiteboard with blue post it notes

3. Re-adjust and Be Flexible

Now, bearing in mind what we’ve just said above, there has to be some wiggle room. A rigid plan is a good place to start but if things start getting behind, you risk feeling like everything is falling apart. 
Instead, recognise the importance of time management and factor in setbacks and obstacles and delays.
If you’re accepting of the likelihood of unexpected issues cropping up, then you’ll be more prepared to face them when they inevitably happen. When thinking about how to improve time management, think about what might go wrong.

A women looking at a board with post-it notes on it

Next, put in place any backup plans and mentally prepare yourself for how to quickly react to difficulties.
If you’re good in a crisis then this will probably be where you naturally shine. If an unprecedented situation brings you out in a cold sweat, plan twice as hard.
Secondly, think about contingency plans. This could be for if a speaker turns up late, or a seating plan has to be changed last minute, contingency plans are important.
It’s impossible to predict everything, but if you at least have a potential rescue operation, you’ll be in a good position to tackle anything.
And remember, if it’s a party, everyone should be having a good time anyway. Something that might seem major to you, will probably go unnoticed by everyone else at the event!
light wooden desk facing white wall.

4. Succeed and Meet Your Deadlines

The importance of time management is a key part of your event planning. It’s an important skill to master for your own benefit.
It’s also for the confidence and reliability you impart on others working at, or attending, the event. Learning how to manage time effectively often comes with practice.

The more experience you have, the better you will become at learning the ways that work best for you. And with improvements in these skills you’ll find yourself getting ahead of deadlines, feeling calmer and more in control!

We like to think that HeadBox is a great tool for helping you manage your time in the most effective way possible.
We have selected some of the best venues from London and around the UK for a whole range of events, and we’ve brought the process of searching, booking and paying for a venue online, making it quicker and easier.

If you need a venue for your next event take a look at our Spaces here