Learn how to navigate team challenges in event production with tips and tools to define roles, set goals, communicate, collaborate, resolve conflicts, and reward contributions.

"At work people should be celebrated in public and coached in private." - I heard this a number of years ago and it's true with production teams for an event. Pulling someone aside to coach them on what they can do better / different and sharing WHY it will make such a big impact on the event experience is a great way to coach. To celebrate at the end of the event gather everyone together in a "huddle" and share things you saw other people do well. Then allow other people to brag on what they saw other people do well also. People's hard work isn't always celebrated. People's hard work isn't always seen by everyone. This post-event huddle of celebrating is a way to remedy both.

How can you overcome team challenges in event production?

Event production is a complex and collaborative process that involves multiple stakeholders, deadlines, and challenges. Whether you are planning a conference, a festival, or a webinar, you need to work effectively with your team to deliver a successful event. However, team challenges can arise due to different personalities, expectations, communication styles, or conflicts. How can you overcome these obstacles and foster a positive and productive team environment? Here are some tips to help you navigate team challenges in event production.

1 Define roles and responsibilities

One of the first steps to prevent or resolve team challenges is to clearly define the roles and responsibilities of each team member. This will help avoid confusion, duplication, or gaps in tasks and accountability. You can use a tool like a RACI matrix (Responsible, Accountable, Consulted, Informed) to assign and communicate who is doing what, who is making decisions, who needs to be consulted, and who needs to be informed. This will also help you leverage the strengths and skills of your team and delegate effectively.

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Brian Howe

Do what you love. Love what you do.
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The first part of overcoming challenges in Event Production is understanding it's a team effort. Not an individual effort, and that a team will need to work together, and communicate effectively with each other to come up with a seamless pivot, and keep it as much "behind the scenes" as possible (aka not letting guests know there is a "challenge"). The term "Challenge" falls under many different categories. Is it a technical challenge? Logistical challenge? Staffing challenge? Client challenge (yes, clients can be challenging!), Timing challenge? Or "Act of God" related challenge? Or something else entirely? An experienced Event Professional will know how to overcome almost any challenge, and do their best to prepare, IN ADVANCE.

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2 Establish goals and expectations

Another way to overcome team challenges is to establish clear and realistic goals and expectations for the event and the team. You can use a tool like a SMART framework (Specific, Measurable, Achievable, Relevant, Time-bound) to set and communicate your objectives, indicators, and deadlines. This will help you align your team on a common vision and purpose, track your progress and performance, and celebrate your achievements. It will also help you manage scope creep, prioritize tasks, and handle changes or issues.

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Sean Specie

Inspire Leadership Academy | 635+ Events for 78 Clients with 190,000+ Attendees since 2011 | 🎤 Events Emcee, DJ, & Planner | 🛠️ Founder of Event Builder | Romans 1:16
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Establishing clear goals is incredibly important - after you share the vision. There's a reason why Dr. King said "I have a dream" instead of "I have a goal" or "I have a plan". Inviting other people, the production team into a vision of what the event should look like, feel like, be like allows them to buy into what you're trying to accomplish. From there, establish clear goals that they can achieve so that collectively you reach the vision. Example: - Start the production meeting by sharing the vision "Here's what we are trying to accomplish with this event..." "Here's our vision for this event..." "This is our vision for what the event should look like and feel like..."

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3 Communicate frequently and openly

Communication is key to any successful team, especially in event production where things can change quickly and unpredictably. You need to communicate frequently and openly with your team to share information, feedback, ideas, and concerns. You can use a tool like a communication plan to define and document how, when, and what you will communicate with your team and other stakeholders. This will help you keep everyone on the same page, avoid misunderstandings or conflicts, and build trust and rapport.

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4 Encourage collaboration and creativity

Event production is a creative and collaborative process that requires input and involvement from different perspectives and disciplines. You need to encourage collaboration and creativity among your team members to generate and implement innovative and effective solutions. You can use a tool like a brainstorming session, a mind map, or a mood board to facilitate and document your creative process. This will help you foster a culture of openness, diversity, and experimentation, and tap into the collective intelligence and talent of your team.

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5 Resolve conflicts constructively

Despite your best efforts, conflicts can still arise among your team members due to different opinions, interests, or styles. You need to resolve conflicts constructively and respectfully to maintain a healthy and harmonious team dynamic. You can use a tool like a conflict resolution model to identify and address the root causes, interests, and needs of the parties involved, and to find a mutually acceptable and beneficial solution. This will help you prevent escalation, preserve relationships, and learn from the experience.

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6 Recognize and reward contributions

Finally, one of the best ways to overcome team challenges is to recognize and reward the contributions of your team members. You need to show appreciation and gratitude for the hard work, dedication, and achievements of your team, and to celebrate your successes and milestones. You can use a tool like a recognition program, a feedback session, or a celebration event to acknowledge and reward your team. This will help you boost morale, motivation, and loyalty, and create a positive and supportive team atmosphere.

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Sean Specie

Inspire Leadership Academy | 635+ Events for 78 Clients with 190,000+ Attendees since 2011 | 🎤 Events Emcee, DJ, & Planner | 🛠️ Founder of Event Builder | Romans 1:16
Report contribution
"At work people should be celebrated in public and coached in private." - I heard this a number of years ago and it's true with production teams for an event. Pulling someone aside to coach them on what they can do better / different and sharing WHY it will make such a big impact on the event experience is a great way to coach. To celebrate at the end of the event gather everyone together in a "huddle" and share things you saw other people do well. Then allow other people to brag on what they saw other people do well also. People's hard work isn't always celebrated. People's hard work isn't always seen by everyone. This post-event huddle of celebrating is a way to remedy both.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you overcome team challenges in event production?

1

2

3

4

5

6

7

1 Define roles and responsibilities

2 Establish goals and expectations

3 Communicate frequently and openly

4 Encourage collaboration and creativity

5 Resolve conflicts constructively

6 Recognize and reward contributions

7 Here’s what else to consider

Event Production

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How can you overcome team challenges in event production?

1

2

3

4

5

6

7

1 Define roles and responsibilities

2 Establish goals and expectations

3 Communicate frequently and openly

4 Encourage collaboration and creativity

5 Resolve conflicts constructively

6 Recognize and reward contributions

7 Here’s what else to consider

Event Production

Rate this article

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