Posted on October 22, 2019
Corporate events are increasingly popular due to their numerous advantages, such as the possibility of displaying a product and/or service to a wider audience, making it easier to find business partners and increasing the brand’s credibility in the market. However, it is important to know how to optimize the management of recurring events so that corporate gatherings are increasingly efficient and of high quality.
Furthermore, preparing an event, no matter how small, is something that takes time and patience. After all, it is necessary to think about every detail, from the structure of the venue to the types of event chairs that will be used. Therefore, practical and effective management is the key to a successful event.
The PDCA method for events
The PDCA method for events was created by American statisticians in the mid-1950s and, to this day, it is known as one of the most efficient ways to improve results in corporate gatherings and parties. To understand it better, it is necessary to identify the acronyms, which are:
- P (planning, or plan , in English);
- D (execution, or do , in English);
- C (verification, or check , in English);
- A (corrective action, or action , in English).
Therefore, PDCA must be applied in stages to carry out the recurring event .
First stage: P
The first stage refers to the letter P, for planning. This is the event preparation phase, that is, defining objectives, goals and the main resources to be used.
This is where event organizers must define points such as the essential people for the pre-production of the event, who the target audience is, the location and the date.
During the planning stage, it is also important to check the resources needed to get the idea off the ground. For example, check whether you need a stand assembler in SP and the surrounding area to install the structures on site, as well as the space defined for the assembly, whether the location is open or closed (check the weather conditions for the event date), among other aspects.
Planning also includes identifying any problems during the production and execution of the event, so that solutions can be offered and the effects minimized. In other words, imagine that corporate events receive all types of people, so it is essential to check whether the space will have accessibility signs for people with physical disabilities, or if there are access ramps. If there are none, it is the organizer’s responsibility to take precautions regarding the best ways to avoid occurrences.
To organize the planning stage, it is recommended that the event organizer answers 6 basic questions:
- What will be done?
- Why will it be done?
- Where will it be done?
- When will it be done?
- By whom will it be done?
- How will it be done?
These questions will guide the entire development of the event’s action plan, facilitating management and avoiding setbacks during execution.
Second stage: D
The second stage refers to the implementation of all previously planned resources. That is, here the organization must execute the action plan to carry out the recurring event .
It is important to note that at this stage, it is necessary to contract all the necessary services, which were described during planning.
Therefore, if it is necessary to assemble electrical panels , check power distribution systems, rent a generator, or install any metal structure, this will be done in step D.
Third stage: C
The third stage refers to the letter C, for check . In this phase, it is necessary to monitor all achievements of goals and objectives, in addition to compliance with the action plan. This way, you can be sure that all planning is being carried out, for better management of the recurring event .
Fourth stage: A
The fourth stage, A, of action, concerns the analysis of the event, that is, whether all the objectives and goals described in the action plan were met. In general, this phase can be divided into two aspects:
- When the goal was not achieved: check what went wrong in the event, review the causes and deviations that compromised the effectiveness of the action plan. With this analysis, it will be easier to identify mistakes and take care not to make them again.
- When the goal has been reached: check what possible improvements can be applied to achieve even better results.
Basic tips to optimize event management
One way to optimize event management is to adopt technological tools that help in executing the action plan, as well as in analyzing strategies and organizing resources, stages and people. Through technology, it is possible to improve the performance of the corporate event, in addition to better managing all resource management.
In addition, some current tools can be directly integrated with other software used at the event. Therefore, if the venue has a special virtual concierge, the event organizer will be able to access the resource and, therefore, check in real time the number of people entering the venue. It is a good idea to research the price of virtual concierge services and check all the viable costs for the event.
In addition, there are other interactive resources that allow you to improve the management and organization of events, including:
Public Communications Hub
The tool allows you to create a communication hub with the public, that is, a series of information so that participants feel more engaged. One example is the event map, highlighting the most important locations, guidance for guests and indication of activities.
In addition to offering an interesting option to guests, the map can be made available online, avoiding printing and spending on paper sheets.
On the map, it is important to indicate places such as emergency exits, the location of doors with hinges for fire doors and the presence of fire-fighting devices, so that guests and participants know what to do in the event of accidents or unexpected occurrences.
The communications hub can also include customization of attendee agendas, provision of speaker data, and file uploading and sharing.
Organization and management of contacts
One tip for those organizing an event is to have a website to store information. Nowadays, management software allows the integration of websites with online forms, where it is possible to store contact information and thus trigger automated content.
It is worth remembering that these tools are completely secure, so participants can be sure that their personal information will not be made public. This ensures the credibility of the event and, more than that, it helps with list management, making the task much more practical and quicker.
Accreditation and access control
Most corporate events require accreditation for participants and speakers, even for people who will work there.
For example, a metal structure factory that will present its product needs to accredit its participants. In this sense, event management software allows dynamic control of accreditation, in addition to offering several badge options for participants, with customized format and design.
In some cases, it is possible to offer QR Codes to participants , with direct access via cell phone.
Interactions and experiences
One way to transform an event into something extraordinary for the public and participants is to offer interactive experiences through online event platforms and event apps . Event management tools allow this to be achieved through cutting-edge technology.
So, imagine the launch of a new electric retractable forklift . If there is an application for interacting with guests, demonstrating how the machine works, in an online interaction, it would be a more assertive experience.
Of course, everything will depend on the objectives and goals of the event, hence the importance of having a good action plan, to know which resources to apply.
Another way to enable audience engagement is through polls and opinion surveys that can be done directly in the app, in real time.
So, after a lecture ends, the tool can ask participants to answer some questions about the speaker, the content covered and what they thought of the event. This is a way to get valuable information that will guide future events.
To make things even more enriching, forums are also great resources for interaction. They allow participants to get to know each other online, and event organizers can also follow discussions and identify potential problems during the event and strategies that worked.
Therefore, investing in software technology is more than just having good corporate event management. It is about expanding the possibilities for participants, offering innovative, dynamic and practical resources that will positively influence the success of the recurring event .
This text was originally developed by the Investment Guide blog team , where you can find hundreds of informative content on different segments.
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