For those of you that missed the post yesterday, you can read that here for what you should do when you're taking over someone else's program. Today's focus is on what you can do to prepare to pass your program along to someone else. I had this experience when I was preparing for maternity leave last year.
It was this time last year that I was putting the final touches on my programs and getting them in "tip-top" shape for someone else to run them and complete the post-program tasks. I was working incredibly hard to get everything done, and as a whole I think it was successful. Here are my 5 tips for preparing your programs for a peaceful takeover.
- Make a list. Find a way to make a checklist of everything that needs to be done before the program, during the program, and after the program. No task is too small! This can be down to how many copies need to be made before the event or how much food to order for meal.
- Remind yourself that your successor is not a mind reader. If it's in your head and not on paper then don't count on the task being completed upon your return. Even the best event planners haven't developed the unique skill of telepathy. If someone has, please email me and teach me the ways!!
- Work ahead. I know this is difficult, but work ahead as far as you can, that way the tasks you leave your successor are less in number. Chances are they are still trying to do their own job in addition to yours.
- Communicate expectations. Make sure that you communicate the expectations that you have and that your clients have about the event. You can't expect someone to succeed unless you give them clear expectations and goals. Go over the items that will make your event successful. This will help the next person prioritize which tasks are important and which ones can wait.
- Modify your expectations. All event planners have a certain way of running events. I like making sure that things are done for the people I'm serving before they ask. However, not everyone has this same priority. Understand that when you give up control of something that another person might not complete tasks in the same manner that you do, and that's okay. Everyone has their own work flow, so it's important for you to modify your expectations on how each task it getting done.
- BONUS TIP: Let it go, breathe, and enjoy! This item is about trust. If you've done everything you can to prepare you need to trust that the person taking over is going to do the best possible job they can. It may not be your way, but it will get done. Take a breath and enjoy your vacation, leave, or whatever you're stepping away to. I bet that whatever that thing is deserves your undivided attention. For me it was my new baby, and it was nice knowing that my programs were taken care of in my absence.
What tips do you have when you are transitioning job responsibilities to others? Leave your comments below!