Ever been to your own school’s annual dinner and thought how it could have been so much better had the responsibility been given to someone more competent. Perhaps an entire team could have pulled off the event much better than what it really was. Some might even believe that had they organized the entire thing on their own, the event would have been much better, with further improvement if an entire team had been hired by them. In fact, some of the best event organizers such as 19GreekStreet use teams to work on events. People often ask why they would want to hire an entire team rather than just work on their own.
Event team vs Solo Organizers
There are so many differences that stem from using an entire team for an event rather than taking everything upon yourself. For one, when you do not take everything upon yourself, you do not have to worry about everything and run around everywhere on your own. In fact, you could just delegate responsibility to other people and focus on your own. This then translates into greater efficiency and greater quality in the work that you take upon yourself.
Secondly, it helps to get things done faster. To understand how you need to think about how the division of labour or specialization helps in the production process. Making a person in charge of one thing means that they get an opportunity to focus solely on that thing. Which means that there is a lot of potential for improvement which will be capitalized. This then means that that one thing can be done faster and better now that the person understands that thing. When this happens in all departments, you can imagine how much time will be saved.
Moreover, using an entire team also leads to ease in accountability. This means that since you know who was responsible for what, you can rightly point out to discrepancies and find the responsible person to sort them out. This then leads to a more responsible outlook at organizing the event.
The real question, however, is how do you actually get a team for the event. Sure, a team will bring a lot of positive changes to the process, but who will get a team? Well, this question is a common one and one that is of utmost importance. After all, an effective team will lead to an effective process. But, again, how do you find an effective team? Well, here are six steps for you to develop a successful event team:
1. What Event?
Before you can delve into organizing it, you should have a perfect idea of what the event is, who will be there, how many people will be there, what sort of atmosphere should be there and the nature of the event (formal/informal). Only when you know this, will you be able to take care of the event and look for individuals for making a team.
2. How Many?
Once you know the particulars of the event, you can finally begin making up a team. The first step is to understand how many departments you want. This will involve coming up with separate duties and what the nature of the duties is in broad terms. Once you know the broad classifications in terms of duties, you can really go ahead and understand how many people you need to form your team. Then you can have a rough idea of the number of people that the team will comprise of.
3. What Sort?
When you have the number of people you need, you can go ahead and finalize who these people will be. This will involve a deeper understanding of the departments. Where you just broadly defined the duties at first, you should now dive deeper and understand the technicalities of each department. These technicalities will then solve the judgment criteria for all individuals applying to all department.
Once you have a judgement criteria for every department, you can really start bringing in people. You should keep an eye out for what people specialize in. You can judge these specialties by asking people to mention any previous experience they have had of organizing even it. Only distribute responsibilities based on these specialties.
5. Further Additions:
Once you have divided the teams into proper departments, you can then delegate the responsibility of getting enough people for each team to respective team leads. Depending on the scale of your event, the numbers for these teams can vary.
Once the team is in order, you need to make sure everyone understands who has what authority and what responsibilities. If this step is not followed, there is a huge chance that the event will not work out because there will be no central authority controlling everyone.