Du leitest Projekte in der Eventplanung. Wie stellen Sie sicher, dass Ihr Chef auf dem Laufenden bleibt?

You should have the golden ratio here, if you notify your lead with every tiny detail that's going on, then you are not leading the event.

Learn what channels and key points your project sponsor wants. Some prefer Teams, email, quick call or updates during routine meetings.

a clear definition of objectives and goals at various levels of specificity (overall, by area, and, if necessary, by individual) is crucial, as it clearly determines what we want to achieve in the planning process. It is equally important to clearly define each person’s responsibilities and tasks in relation to fulfilling the plan and to share them as much as possible among all involved. Once everything mentioned above is clear and defined, success depends on the hierarchy of information established: knowing what to communicate and to whom, what needs to be validated and with whom, and what each person or area can resolve autonomously.

The Pre-Event File takes care of that from the start because it keeps everyone on the loop and helps the boss to have a hands-on information of the event processes.

From my experience managing projects, regular updates are crucial for maintaining momentum and ensuring alignment. Establishing a routine for updates—whether through weekly emails or bi-monthly reports—keeps everyone informed while highlighting key milestones and addressing any challenges. It's important to keep updates clear and concise, focusing on next steps and specific needs, like decisions or resources, to ensure smooth project progress.

Pour ma part et s'agissant d'une expérience bénévole nous réalisons des réunions mensuelles ayant un ordre du jour clair ce qui nous permet : - d'acter les avancées de chacune des commissions - de prendre les décisions nécessaires à la suite du projet - de lister les prochaines deadlines de chaque commission Chaque réunion est suivie d'un compte rendu transmis a l'ensemble des membres du conseil d'administration incluant les absents ce qui permet que chacun soit informé de l'évolution du projet et des prochaines tâches attendues.

In my experience, a weekly report is necessary in order to inform what has been achieved and what is yet to be done. It shows professionalism and that you have clear goals

In addition to regular updates, consider using a shared project dashboard for real-time access to timelines, milestones, and issues. This keeps your boss informed without constant emails. Include a brief “lessons learned” section in each update to show adaptability and ongoing improvements. When requesting resources or support, add a quick rationale to help your boss make informed decisions and see the impact on project goals.

I have a few options / approaches: 1. Use a note keeping application such as Google's "Keep" to maintain your strategy. You can share this with your Boss so they can follow your progress in real time. 2. Consolidate lengthy email chains to make sure your information is concise and up to date. Send it to all important parties to literally ensure everyone is on the same page. 3. If you use a whiteboard, agenda or notepad take a picture of it regularly and share it with your Boss. 4. BCC is your friend ;) 5. A shared calendar works wonders. In Google, it can be useful to create a calendar specific to the Project you are committed to which you can then in turn populate into yours - and your Bosses - calendar.

From my experience leading event planning projects, setting clear objectives at the outset is essential for keeping everything on track. Collaborating with your boss to define SMART goals—Specific, Measurable, Achievable, Relevant, and Time-bound—ensures a shared understanding of what success looks like. Regularly referencing these objectives in updates reassures your boss that the project is progressing as planned and aligns with their vision.

I agree. Clear goals is everything. If you have experience in events planning you know not only what to achieve but also to remedy what could go wrong.

In my experience managing event planning projects, maintaining open dialogue with your boss is key. Regular meetings or dedicated communication channels provide a space for questions and feedback, ensuring a collaborative environment. This approach not only helps clarify their expectations but also allows for real-time adjustments. Keeping these conversations focused and productive ensures both parties stay aligned while respecting everyone's time.

It is important to dedicate every week some time for open dialogue with your boss. It is helpful to understand their way of thinking and it will help you to change things in the course you did not know that you had ti change for example.

Dialogo aberto, alinhamento de expectativas e resultados, e acompanhamento do processo. Sempre que encontrado um novo gap, análise de solução tem que ser realizada e registrada para que o gap se torne uma oportunidade de aprendizado e crescimento na busca da melhoria contínua.

Lors de mon expérience d'organisation d'un festival de musique il a été indispensable d'envisager tous les scénarios, de se préparer tant en termes de sécurité que d'urgence sanitaire. Selon moi, il est important d'établir une stratégie précise, simple, par étape et connue en avance des dirigeants et des personnels affectés aux postes déterminants pour la gestion de crise

Los planes de contingencia son un recurso completamente necesario en la plantación de un evento, si bien no es posible prever todos los posibles escenarios, si se tiene un buen plan puede resultar útil incluso para el imprevisto menos esperado. Es importante que se trabajen en equipo para que sean más viables y todos estén familiarizados, pero además presentarlo a un manager es clave, ya que será quien aprobará los recursos o movimientos que se deberán de hacer en caso de que se llegue a necesitar. Por lo que para evitar retrasos o que la propuesta sea rechazada, el jefe o jefa debe aprobar y conocer estos planes.

Los planes de contingencia son un recurso completamente necesario en la plantación de un evento, si bien no es posible prever todos los posibles escenarios, si se tiene un buen plan puede resultar útil incluso para el imprevisto menos esperado. Es importante que se trabajen en equipo para que sean más viables y todos estén familiarizados, pero además presentarlo a un manager es clave, ya que será quien aprobará los recursos o movimientos que se deberán de hacer en caso de que se llegue a necesitar. Por lo que para evitar retrasos o que la propuesta sea rechazada, el jefe o jefa debe aprobar y conocer estos planes.

One thing I’ve found helpful is being able to create workflow charts that enable everyone involved in a project to stay abreast with the progress of the project. Visual aids are much easier and quicker to refer to than reading through long documents.

I think it’s also a great idea to ask stakeholders what they want people walking away from the event to feel/think? This can help drive content and special touches to make sure the lasting impression is spot on.

Inicialmente importante entender o perfil do seu chefe para então definir como será feito o update da informações (reuniões, e-mail). Sugiro reunião on line ou presencial com periodicidade semanal para projetos estratégicos e complexos. Demais updates sugiro que sigam com resumo em e-mail simples.