Get Control of Your Event Planning: Mastering Workflow

In the event industry events have two seasons. Busy season and slow season.

How are you managing your event workflow + business workflow at all times? It can all be very daunting to keep track of an event and business logistics. Maybe you tend to ignore the business side and hope that the work will all get taken care of on it’s own.

Owning an event business is a double whammy for workflow. Here is a quick and effective method for quieting the noise of all the ‘should’ and people pleasing habits

The Eisenhower Matrix

Developed by the 34th President of the United States, Dwight Eisenhower, the Eisenhower Matrix is his best-known method. It’s a simple decision-making tool that you can draw on a napkin and start using today.

The Eisenhower Matrix has four parts, which you use to categorize the work in front of you:

  1. Important, but not urgent

  2. Urgent and important

  3. Urgent but not important

  4. Not important and not urgent

If you think about it for a second, you realize that the Eisenhower Matrix can help you not only with prioritizing what you work on today, but also with deciding which big projects to work on. The matrix helps you distinguish between what is important and what is urgent.


The Difference Between Urgent and Important

Whenever something lands on your desk, begin by breaking it down and deciding how to proceed.

The key to making the Eisenhower Matrix work is distinguishing between the urgent and the important.

Urgent tasks are time sensitive, sometimes because we have put them off until we can’t anymore. These tasks can be anything from responding to emails and returning phone calls, to realizing that you’re almost out of gas and have a report due in 20 minutes.

If we’ve put off doing an urgent task that’s also important, then when we finally tackle it, we’re probably not going to think about it as much as we had intended to or as much as we should. We’re setting ourselves up to make poor decisions.

Whether or not they used to be important, urgent tasks cause us to be reactive. We’re stressed. We’re full of anxiety. As a result, we’re rarely thinking optimally. Rushing through things often causes poor decisions that reverberate into the future, destroying our future productivity. We have to spend large amounts of time fixing problems that were caused because we were reactive and rushed.

Important tasks are more strategic. They are things we want to get done, such as launching a new service. These tasks are deliberate. We want to pay attention to them and they mean something to us. Rather than being reactive and irrational, we can, with the right planning, be thoughtful and engaged. Because we’re not reactive, we can avoid mistakes. This will free up future time.

The default for most of us is to focus on what’s urgent and important. It’s only natural that we’d want to focus on the things that need to be dealt with immediately. In so doing, we tend to crowd out things that are important but not urgent.

The Eisenhower Matrix in Practice

I use this matrix routinely as part of my productivity system. It’s helped me stay focused on where I want to go and not get too bogged down in things that don’t add much value.

The conventional wisdom is that you should do the next thing on your to-do list.

What method do you use to stay productive and on task with urgent and important tasks?

Rooting for you!


The Planner Collective

Business TipsJess Hopp