How to manage high-profile events with monday.com?

USER CASE: Event management templates by PLATINUM

 

Event management is stressful: it’s not only about sleepless nights of installations, last minute changes and suppliers being late. It’s also about constant context switch, keeping loads of information in your head and struggling to stay on the same page with your colleagues in all this hustle and bustle. 

 

Sascha Winter, the Head of Operations & Marketing at PLATINUM, Dubai based event management agency shared his experience of using monday.com to solve these problems.

The team of Platinum is a multinational group of 20 people, ranging from 25 - 50 years who speak 15 different languages but have one goal in mind - creating the most exciting events.

 

“We are in the events industry and planning an event comes with hundreds and hundreds of tasks for all our team members and it is quite difficult to be on top of all those let alone completing them in an organized fashion. Monday.com helps us tremendously to organize and structuring those tasks and helped us a lot, not only to respond to queries and tasks in a timely manner, it has also helped us to cut our turnaround by 30% and I am sure there is room for more.

 

Here is how they did it! 

Platinum’s clients are mainly in the luxury automotive industry, such as BMW, Rolls Royce, Maserati, and many other fancy).  The Platinum team provides all-inclusive event management services – starting from airport pick-up for the journalists from all over the world and finishing organizing driving experience, coffee breaks, etc.

 

Give it a structure

In order to track all the events the team has created several folders reflecting different stages the deal is on: Pitch, Confirmed Events, Postponed Events, and Delivered. 

 

Each even has a separate board for an event, and once the event moves to the next stage, for example, from Pitch to Confirmed Events, they just drag and drop the board to relevant folder. Each board name contains the date, name of the company, and name of the event like this:

  

 

Create templates to unify the process

In order to simplify the process Sascha has created a template for an event board, so the team only needs to fill in the details of the event in the board description (so that if someone jumps into the project at a later stage, could have all the info) and add the tasks:

  

Each board contains 9 groups of pulses for various aspects of the project: finance, venues, design that need to be done for the event (for example, logos for the bath robes), hostesses, etc, - and columns where you can set the owner(s) of the task, its status, priority, timeline, and the name of the supplier. Timeline is one of the favorite features for PLATINUM team that allows not only to have a big picture at a glance, but it’s also very dynamic, reflects the changes immediately, and help understand where a task owner is stuck and needs help.

 

  

Keep it updated 

It’s crucial that boards are kept updated, so that in case of an emergency another person could take over the project and be immediately on the top of the game.

PLATINUM communicates and discusses details in the Updates section of the relevant pulse, and on the top of this they hold weekly meetings, during which they connect monday.com account to the big screen in the meeting room and go over upcoming events.

 

Sascha emphasizes that it not only “massively reduced the time spent in these meetings”, but also improved the quality of the work as it allows anyone in the team get necessary details without having to wait for hours when a relevant colleague finishes the meeting to give an update. They have even made a separate board to check the availability of the meeting room too!

 

 

 

Another problem that event managers often face is task management. Sascha says: “When you [are] working on your project, you know by heart, what tasks you are working on and keep it in your head, but you also forget a lot of things, which is only human”. monday.com helped them to always have an easily accessible list of tasks for each person, track the progress of the project, and if another person needs to fill in, the hand-off is done easily.

   

“We were running around like headless chicken, everybody knew what to do (kind of) but there was one major element missing - an OVERVIEW - intuitive and easy to understand. Due to the fact that our team is not constantly in the office, there is always a lack of communication. Things that have been discussed, while some team members were not around and those guys needed to be called to bring them up to date. Also, when you are working in a hectic environment it is only natural, that you do forget tasks by concentrating on more pressing matters.

With monday.com we do have the overview of all tasks that we always wanted - now it became so much more difficult to forget assignments.

 

 

Sascha Winter, the Head of Operations & Marketing at PLATINUM.

 

 

 

Who is Sascha Winter?

Areas of Expertise: Business Optimization Planning | Strategic Marketing Campaigns | Client Relationships | Training and Development | Brand Communications Campaigns 

- successfully established a client network of 1,300 medical clinics across the Middle East, developed;
- presented and executed business plans focused on acquisition and development. He’s set-up a company and trained staff that generated 1.2M AED in revenue in only 10 months;
- partnered with senior executives to secure a project with Daimler Chrysler valued at 5M AED.

 

If you have more questions about how Sascha’s team uses monday.com,
feel free to reach out to him directly via LinkedIn